Administrative Coordinator

4 weeks ago

Richmond, United States Virginia Jobs Full time

The VCU Graduate School is seeking an Administrative Coordinator to join our 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 Executive Assistant and Program Manager, 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.


Core Responsibilities

Administrative Support

  • Serve as the primary point of contact for the Vice Provost and Dean, managing their schedule, appointments, and travel arrangements.
  • Independently prioritize meetings and activities, staying abreast of frequent schedule changes and providing advance notice with necessary arrangements.
  • Manage incoming telephone calls and visitor inquiries, taking action as appropriate.
  • Handle complex and sensitive data and communications, including email and phone calls.
Project Management
  • Support special projects as assigned by leadership.
Meeting and Event Coordination
  • Schedule meetings, confirm attendees, and organize and prepare agendas and itineraries.
  • Attend key meetings, accurately record and transcribe meeting minutes, and distribute them appropriately.
  • Assist with administering Graduate School-sponsored programming, initiatives, and events.
Office Management
  • Act as the Building Manager for the Graduate School.
  • Maintain records and databases, including those for Graduate School faculty, affiliate faculty, enrollment data, and email listservs.
  • Review, coordinate, and maintain the Associate Deans schedule and extensive calendar, including scheduling and coordinating meetings and conferences.
  • Draft reports, publications, presentations, general office correspondence, and materials for special projects.
  • Schedule and attend meetings, prepare and distribute agendas, minutes, and related handouts, and maintain updated lists of committee members.

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