Administrative Assistant – VIPBG

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located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally
recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

https://vcujobs.com/why-richmond

Unit: School Of
Medicine MBU

Department: Psychiatry – VIPBG

Duties & Responsibilities:

The
Administrative Assistant provides comprehensive administrative support to the Director of the Virginia Institute for Psychiatric and
Behavioral Genetics (VIPBG) and the Director of Business Operations while supporting research institute-wide activities that advance the
research, education, and service missions of the VIPBG.

The position serves as a key coordinator for executive scheduling, meetings,
seminars, visiting speakers, faculty committees, training grant committee administration, and other operational functions. The
Administrative Assistant works collaboratively for the benefit of the Director, faculty, trainees, institute staff, Business Operations
Shared Services personnel, and external partners to ensure efficient execution of administrative activities and effective support of VIPBG
programs.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage the Director’s calendar, scheduling priorities, appointments, and meeting logistics.
• Coordinate domestic and
  international travel arrangements and reimbursement documentation.
• Prepare correspondence, meeting materials, agendas, and
  supporting documents.
• Manage routine communications and serve as a primary administrative point of contact, for the VIPBG
  Director.
• Coordinate office events and administrative processes supporting institute activities.

Faculty
Support

• Coordinate faculty recruitment committee activities, including scheduling interviews, meetings, and candidate
  visits.
• Support promotion and tenure activities by organizing materials, timelines, and meetings.
• Assist with faculty
  committee scheduling and related administrative processes.
• Maintain records and documentation associated with faculty activities
  for the VIPBG Director.

Seminar and Academic Program Coordination

• Coordinate weekly seminar
  series and institute events.
• Manage logistics for visiting speakers, including travel, scheduling, accommodations, and
  itineraries.
• Support conference, workshop, and special event planning.
• Maintain seminar calendars and communication
  materials.

Research and Training Grant Support

• Provide some administrative support for T32, a
  sponsored-research grant and training award at the institute.
• Coordinate T32 committee meetings, interviews, schedules, and
  calendars associated with the T32 training grant activities.
• Assist with trainee recruitment and event coordination, and program
  communications.
• Assist with the coordination of the T32 Committee meetings, documentation, and support.
• Assist with
  trainee records and documentation supporting program annual reporting administration.

Operational and Business
Support

• Work collaboratively with Dean’s Office Business Operations staff to facilitate administrative processes for
  VIPBG.
• Support coordination of meetings, schedules, and calendar events for the Director of Business Operations.

Qualifications:

Minimum Qualifications

• Bachelor’s degree, or comparable experience.
• Significant administrative support experience in a professional office environment.
• Demonstrated experience managing calendars,
  meetings, international travel, and complex scheduling.
• Experience in organization of events or conferences.
• Strong
  organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication
  skills.
• Proficiency with Microsoft Office applications, including Outlook, and virtual meeting platforms.
• Demonstrated
  ability to exercise discretion and maintain confidentiality.
• Strong customer service and interpersonal skills.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff,
  and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred
Qualifications

• Experience supporting senior leadership, faculty, or executives in higher education, healthcare, research, or
  academic medicine.
• Experience coordinating seminars, conferences, interviews, or academic events.
• Experience supporting
  faculty affairs activities, including recruitment or promotion processes.
• Experience working with sponsored programs, training
  grants, or research administration environments.
• Experience working in a complex multi-department environment.
• Familiarity
  with university administrative systems and processes.

Position will remain open until filled.

VCU is committed to
hiring veterans! VCU will include a veteran’s period(s) of military service in the calculation of their annual leave accrual rate. This may
provide veterans with an increased leave accrual!

Salary Range: $45,000-$55,000

Benefits:
All full-time university staff are eligible for VCU’s robust benefits package that includes
comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options,
tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and
advancement, and more.

FLSA Exemption Status: Non-Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title:
1903B – Administrative Coordinator GA Base

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