The VCU Graduate School is seeking an Administrative Coordinator to join their team!

The successful candidate will ensure the effective operation of the VCU Graduate School by providing key support to the Vice Provost and Dean. Acting as the central point of contact, this role manages schedules, communications, and sensitive data, enabling leadership to focus on strategic initiatives. The Administrative Coordinator handles administrative tasks, facilitates meetings and events, supports special projects, and maintains accurate records. Reporting to the Special Assistant to the Vice Provost and Dean, the position operates independently in resolving routine matters, escalating complex issues when necessary, and fostering smooth internal and external communication to enhance the Graduate School’s productivity and mission.

Virginia Commonwealth University is home to more than 140 master’s, doctoral and certificate programs; the Graduate School oversees each of these programs, ensuring VCU’s graduate education is of the highest possible standard.

The Graduate School provides support to graduate programs, faculty and staff, and students. We host events for current and future students, organize awards and competitions, offer opportunities for professional development and career readiness, and collaborate with partners across the university to best serve our graduate student community.

Our graduate students come from all walks of life and all areas of the globe to continue their education. We believe that our best work happens when we learn from and with one another, and we strive to make cross-disciplinary connections that strengthen and enrich the student experience.

Duties & Responsibilities:

• Manage daily Graduate School operations, including scheduling, correspondence, supply management, and building management. 

• Manage calendars and schedule a high volume of meetings for the Vice Provost and Dean and Associate Deans of the Graduate School. 

• Serve as the primary point of contact for all individuals at the Graduate School, including taking calls, greeting and coordinating with visitors, and managing the office shared email account and calendar.

• Independently prioritizes meetings to ensure deadlines are met, anticipates rescheduling to meet changing needs, and provides communication and arrangements for all meetings.

• Provide logistical support for meetings including agendas, briefings, communications and follow up.

• Organize and prepare material for meetings, presentations, and events for Graduate School leadership.

• Manage correspondence, including drafting, editing, and proofreading emails, memos, and other documents.

• Support Graduate School special projects, programming, initiatives, and events.

• Coordinate travel for Graduate School personnel and processes reimbursements.

• Performs other duties as assigned.

Qualifications:

Minimum Qualifications

• Bachelor's degree and 1 to 2 years of relevant experience, or equivalent combination of education, training, and experience.

• Ability to effectively interact with the Graduate School leadership team, faculty, staff, students, and the general public utilizing exceptional customer service skills.

• Excellent oral and written communication skills and attention to detail.

• High level of proficiency in Microsoft Office Suite (includes Word, Excel, PowerPoint), with intermediate to advanced knowledge of the Google Suite applications.

• Experience with Zoom, DocuSign and Adobe.

• Discretion in handling sensitive information and maintaining confidentiality.

• Strong attention to detail and problem-solving abilities.

• Ability to function well in a complex, fast-paced, multitasking work environment that regularly includes a variety of projects with multiple deadlines

• Ability to respond to requests with a professional and positive demeanor and the desire to create a positive and enthusiastic environment

• 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 in a higher education environment; experience with VCU’s administrative processes.

• Working knowledge of university systems such as Banner, Degree Works, and ImageNow.

• Experience in administrative support roles is preferable.

Salary Range: $55,000-$57,000

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

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 19031N - Administrative Coordinator GA 1

Contact Information:
Contact Name: Jamie Taylor
Contact Email: taylorjl25@vcu.edu