Advertising Summary: The Department of Health Administration in the VCU College of Health Professions is seeking a new Graduate Program Coordinator and Executive Assistant.

Unit: College of Health Professions MBU

Department: Health Administration

Department Summary: The VCU Department of Health Administration is a premiere research department geared toward creating the most innovative, compassionate, and business-savvy leaders to reimagine healthcare. We have access to the amenities of a large institution with a small and student-centric atmosphere. We teach our students both the executive and technical skills needed to be well-rounded leaders.

Duties & Responsibilities:

The VCU Department of Health Administration invites candidates to apply for the Graduate Program Coordinator & Executive Assistant position. Reporting to the Manager of Career and Administrative Services, the Graduate Program Coordinator & Executive Assistant will support the Chair.

Typical Duties:

Department Chair Executive Assistant Support

• Provides executive assistant support to the Chair; manage calendars, plan meetings, take minutes at monthly department and directors meetings (2-3/month)
• Prioritizes incoming phone calls, messages, and mail; assesses urgency of requests and handles in a timely and professional manner, apprises Chair of potential issues and important matters
• Establishes welcoming and positive atmosphere and effectively manages systems and protocols in the Chair's Office
• Manages time sensitive matters that require independent problem solving and confidentiality
• Creates and reviews correspondence, presentation materials, and reports on the Chair's behalf
• Manages acknowledgement process for fund development; pulls giving reports bi-weekly and coordinates documentation and generating gift acknowledgement letters to donors
• Acts as liaison with college and university leadership, assisting in relationship building with various constituents and leadership offices; tracking, monitoring, and following the progress of projects, action items, and strategies that emanate from the Chair’s office; initiating subsequent follow-up meetings and communication for key stakeholders

General Department & Faculty Support

• Serves as department receptionist: greets all visitors, answers and directs phone and email inquiries, responds to inquiries in a friendly and helpful manner, answers questions promptly and accurately
• Manages Department calendar and manages building space reservations for the department for all activities (including classes)
• Writes and disseminates various communications to external audiences, including posting on social media outlets
• Maintains department P-Card and ensure all expenditures comply with State/University policies and procedures
• Serves as the primary contact to building manager with duties that include management of building key inventory, centralized work order requests, and management of building renovation projects and furniture orders
• Serves as the primary contact with VCU Facilities, VCU Police, and other contracted services
• Coordinates office supply requests and maintains inventory
• Maintains all internal departmental contact information lists (faculty, staff, adjunct, affiliate)
• Maintains lists of relevant university office and vendor contact information
• Processes student conference and case competition travel reimbursements as needed
• Stays updated on university systems and best practices as relates to procurement, travel booking, records management, space reservations, facilities and IT ticketing, etc.
• Places, receives, sets-up and cleans-up all department food and beverage orders
• Provides department committee support as directed by the Chair
• Provides staff support for promotion and tenure process and committees
• Provides staff support for planning and execution of faculty hire searches
• Provides hospitality and tech support for adjunct faculty and Executives in Residence
• Assists with special projects or committee work as directed by the Chair
• Assists with travel reimbursements for faculty program directors as requested; maintains travel self-booking guides for faculty reference
• Other duties as needed to support department and program operations

Graduate Program Administrative Support

• Maintains confidentiality of student records and other student information
• Ensures department complies with University policy around appropriate destruction and retention of records
• Processes student scholarship award notifications; monitors student registration and holds; prepares special action forms, etc.; provides follow-up on these functions to satisfactory completion
• Coordinates correspondence with accepted students to ensure timely compliance with required enrollment criteria
• Coordinates graduation audit
• Collects, files and distributes course syllabi and book lists each semester
• Co-organizes graduation events and reception logistics for MHA and MSHA programs
• Supports preparation and distribution of correspondence from graduate program directors to students (end of semester feedback, scholarship letters, disciplinary notices, etc.)
• Communicates course schedules for all programs to students and faculty
• Provide logistical support for execution of program related events, including MHA, MSHA, and PhD orientations, MSHA on-campus sessions, PhD dissertation defenses, student engagement events, and graduation activities.

Event Coordination & Alumni Advisory Council Support

• Coordinates logistics for annual KMU visit over VCU’s spring break in conjunction with faculty program lead
• Represents department on CHP Events Committee
• Co-leads planning, communicating, and executing internal and external department events (lectures, annual alumni awards reception, alumni reunion, alumni receptions at national conferences, department graduation celebrations) in coordination with the Director of Outreach and Professional Affairs
• Manages logistics for events and meetings (internal and external), including compliance with all college and university level event paperwork, managing guest lists and RSVPs, space reservations, parking coordination, event registration, catering needs, volunteer management, etc.
• Manages agenda development and meeting scheduling for department event planning committees
• Designs and/or manage the production of special event communications deliverables (invitations, programs, signage)
• Act as liaison to the Alumni Advisory Council and sub-committees to include; composing and updating AAC related letters and documents on behalf of the Director of Outreach and Professional Affairs, AAC President, Department Chair, and Committee Chairs; distributing minutes and documents and ensuring effective and efficient outcomes of all meeting arrangements
• Provides administrative support to the Chair and subcommittees of the Alumni Advisory Council, including meeting logistics, minute-taking, and email correspondence
• Support maintenance of the alumni database as requested by the Director of Outreach and Professional Affairs

Qualifications:

Minimum Qualifications

• Bachelor's degree or equivalent combination of experience and education.
• 1-3 years of related experience providing administrative support or equivalent combination of education, experience, and training.
• Previous experience coordinating event logistics.
• Exceptional written, verbal, and interpersonal communication skills, with the ability to communicate at all levels of the organization.
• Outstanding customer service skills and a high degree of professionalism.
• Excellent independent problem solving and decision making skills.
• Ability to multitask, be resourceful and creative, and have the ability to show individual initiative.
• Demonstrated experience working with confidential information.
• 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

• Previous work experience supporting leadership in academic environment.
• Previous work experience managing student workers and/or volunteers.
• Knowledge of University policies and procedures and ability to provide accurate information in response to questions and inquiries.
• Experience with VCU systems: RealSource, ChromeRiver, eServices, RADAR, T4, etc.

Salary Range: $60,000 - $65,000

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: 1911S - Sr Exec Administrative Assistant GA Senior

Contact Information:
Contact Name:  Katie McCall
Contact Email:  kmccall@vcu.edu