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Senior Administrative Assistant

2 months ago

Richmond, Virginia, United States Virginia Commonwealth University Full time
About the Role

The Senior Administrative Assistant at Virginia Commonwealth University's Massey Comprehensive Cancer Center provides high-level administrative support to senior leadership and plays a crucial role in ensuring the smooth operation of the center.

Key Responsibilities
  • Executive Support: Provide direct administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements. Prepare and distribute meeting agendas, minutes, and follow-up action items.
  • Communication Management: Serve as the primary point of contact for internal and external communications. Draft, review, and send correspondence on behalf of senior leadership, ensuring accuracy and professionalism.
  • Project Coordination: Assist in the planning and execution of key projects, including research initiatives, events, and strategic planning sessions. Track project milestones and ensure timely completion of tasks.
  • Financial Administration: Manage the processing of invoices, purchase orders, and reimbursements. Monitor budgetary spending and provide regular financial reports to senior leadership.
  • Office Operations: Oversee daily office operations, including the procurement of supplies, coordination of facility needs, and management of technology resources. Implement and maintain effective record-keeping systems.
  • Software and Technology: Utilize advanced software tools, including Microsoft Office Suite, the eVA procurement system, and other digital platforms to enhance administrative efficiency. Participate in the implementation of new technologies, such as electronic POPL cards, to streamline operations.
  • Liaison Role: Act as a liaison between Massey Comprehensive Cancer Center and other departments within VCU. Facilitate communication and collaboration among faculty, staff, students, and external partners.
  • Special Projects: Take the lead on special projects as assigned by senior leadership, providing support in areas such as event planning, data analysis, and community outreach.
  • Confidentiality: Handle sensitive information with the utmost discretion, maintaining confidentiality in all matters related to the center's operations and research activities.
Qualifications
  • Education: Bachelor's degree preferred, or equivalent combination of education and experience.
  • Experience: Minimum of 5 years of experience in an administrative support role, with at least 2 years providing support at an executive level. Experience in a healthcare or academic setting is a plus.
  • Skills: Strong organizational skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint. Experience with procurement systems (e.g., eVA) and familiarity with digital business tools (e.g., electronic POPL cards) is highly desirable.
  • Attributes: Ability to work independently with minimal supervision, exercise sound judgment, and maintain a high level of professionalism. A proactive approach to problem-solving and the ability to work effectively in a fast-paced, dynamic environment.
  • Commitment: Demonstrated commitment to diversity, equity, and inclusion, with the ability to work effectively with individuals from diverse backgrounds and cultures.