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Summary

The L. Douglas Wilder School of Government and Public Affairs (Wilder School) seeks culturally and professionally diverse individuals skilled in customer service to apply for the position of Executive Assistant to the Dean. The Wilder School of Government and Public Affairs, first organized in 2003 and becoming an independent unit at VCU in 2013, is an interdisciplinary school, bringing together high-quality faculty from multiple disciplines and applied fields with a shared interest in engagement and public affairs. The school educates approximately 1,100 students from the undergraduate through the doctoral level, in addition to post-baccalaureate certificate programs. Disciplines include criminal justice, homeland security and emergency preparedness, public administration, public policy and administration, and urban and regional studies. The school encompasses centers and institutes that enhance public policy through research, training, development and engagement collaborations across the region.

The Executive Assistant leads Deans Office administrative operations as primary liaison between the Dean, Senior Associate Dean of Faculty and Academic Affairs, University Leadership, Wilder School faculty and staff, and other key internal and external constituents. Regularly prioritizes multiple issues and uses sound judgment and professional discretion in accordance with the knowledge of and in compliance with University policies, procedures, guidelines, etc. Steers Wilder School administrative strategy to include developing best practices and procedures. Independently resolves issues and follows up to determine satisfactory results are achieved. Manages Dean and Senior Associate Deans calendars so they are accurate at all times. Coordinates all logistics for School meetings, handles special projects, screens calls and communications, while maintaining office confidentiality, on all School-related matters. Demonstrated ability to determine needs of those contacting the Deans office and tactfully diffuse difficult interactions. Using a service-focused mindset manages the workflow of the Deans Office to include oversight of staff so that the administrative support efforts are coordinated, effective and efficient, and that the office can provide the highest level of quality, professionalism, and service. Exercises initiative and independent judgment in managing the Deans Suite.

This position reports directly to the Dean with dotted line reporting to the Senior Associate Dean. The position has a significant focus on faculty administration to include coordinating the Wilder School faculty Promotion and Tenure process, annual evaluations and other faculty personnel items. Provides fiscal support by coordinating payments for meetings, and other procurement/payment related items for the Dean and Senior Associate Dean. Arranges and tracks all travel for the Dean and Senior Associate Dean and coordinates all incoming guests travel to include pre-authorization, reimbursement, and other necessary actions. Additionally, this position provides significant administrative support to the Deans research, as well as working with the Wilder School Communications and Development teams and faculty members on supporting documentation needed from the Dean. As a high performing member of the senior staff this position will be encouraged to seek memberships in professional organizations or institutional governing bodies in support of the mission of the Wilder School.

For additional information about the Wilder School

Typical Duties:

40% Schedule Management and Meeting Preparation

• Ability to synthesize information from multiple calendars to take a big picture view of Dean and School activity in order to manage workflow and complete initiatives.
• Manages Dean and Senior Associate Dean calendars so that they are accurate at all times.
• Oversees scheduling or independently schedules appointments for the Dean and Senior Associate Dean.
• Prioritizes meetings/schedules to ensure deadlines are met and reschedules meetings/appointments to meet changing needs.
• Sends reminders in advance of scheduled meetings, as appropriate.
• Utilizes Doodle or other meeting assistant technology to coordinate large meetings.
• Assists the Dean and Senior Associate Dean with meeting preparation to include presentation materials, packets, and agendas.

-Takes minutes at important meetings and shares with Wilder School personnel.

25% Executive Support to the Dean and Senior Associate Dean

• Serves as the primary liaison between the Dean, Senior Associate Dean, University Leadership, faculty and staff, and other key internal and external constituents.
• Assists the Dean and Senior Associate Dean in prioritizing responses including apprising of time-sensitive/urgent matters and those that are of a sensitive/confidential nature.
• Assesses needs of individuals coming to or contacting the office and either provides direct assistance or makes appropriate referrals using sound judgment and professional discretion and in accordance with knowledge of and in compliance with University policies, procedures, guidelines, etc. Independently resolves issues and follows up to determine satisfactory results were achieved.
• Tracks deadlines for Dean and Senior Associate Dean so that requests for information, complaints, clarification of information, etc. are responded to in a timely manner.
• Works with Wilder School Development Team to prepare supporting documentation needed from the Dean.
• Anticipates the needs of the Dean and Senior Associate Dean using significant foresight to identify issues or needs before arising.

10% Faculty and Staff Administration

- Promotion and Tenure - Coordinates the faculty Promotion and Tenure process, working with Senior Associate Dean and the Provosts Office to ensure information is complete and submitted in accordance with stated procedures and by the stated deadline. Work with Wilder School HR as needed.

- Faculty searches - Offers administrative support for School-level faculty and staff searches to include minutes and arrangements for the search committee, candidate travel and communication with human resources.

• Annual Evaluations finalizes the Deans recommendations, distributes to faculty and arranges follow up discussions.

Annual Inventory Working with the Senior Associate Dean, prepares the annual inventory of school-wide accomplishments.

- Enrollment Tracking - Provides regular updates on student enrollment to Dean and Senior Associate Dean, including data analysis.

10% Deans Office Administration and School Administrative Staff Oversight

• Work closely with leadership of the academic programs, student service units, communications, development, human resources, finance and the centers and institutes on administrative matters that require close coordination (e.g. materials that need direct approval from the Dean/Senior Associate Dean, scheduling and logistical support for meetings that involve multiple Deans Suite and Deans Office leadership).
• Works with all Deans Office administrative staff and steers administrative strategy for the Wilder School to include developing best practices and procedures by serving as a resource. Ensures a consistent experience for students, faculty, and staff in the Wilder School through this oversight.
• Exercises initiative and independent judgment in managing the daily activities of the Dean.
• Cross trained to provide administrative support for the Distinguished Faculty when needed.
• Uses discretion for approving meeting requests by other VCU units and external organizations on a case-by-case basis.
• Works with the Senior Associate Dean to develop School guidelines in line with the Universitys, including researching and drafting guideline notices.
• Maintains and routinely updates the Wilder School shared drive so that all information is accurate.

Typical Education and Experience:

• Strong communication and organizational skills.

- Excellent computer skills - with experience with Google Drive, Zoom, Microsoft Office (especially Word, Excel, and PowerPoint).

• Excellent interpersonal skills with a focus on service and stakeholder experience.
• Excellent grammar and professional writing skills.
• Ability to work in a fast-paced environment, interacting professionally with a broad range of stakeholders.
• Resourceful, innovative and proactive independent thinker with good judgment and ability to handle sensitive/confidential matters is required.
• Experience performing complex and routine administrative duties for senior executive and other key administrators.
• Demonstrated ability to manage administrative tasks effectively, communicate clearly and professionally, and handle scheduling and logistics.
• The Wilder School supports a diverse faculty, staff, and student environment. The candidate will demonstrate experience that shows their commitment to fostering such an environment as a staff member at VCU.
• Occasional evening and weekend work required for special events and projects.

Preferred Qualifications:

• Associates degree or an equivalent combination of education and work experience.
• Experience working at a higher education institution is preferred.
• Experience working with elected officials is preferred.
• Experience using a company purchasing card is preferred.
• Knowledge of public affairs and current events is preferred.

Typical Physical and Cognitive Requirements:

Physical Demands and Activities (Essential):

Light lifting (<20 lbs.)

Pushing/pulling

Standing

Sitting

Emotional Demands (Essential):

Fast pace/Average Pace

Multiple stimuli

Frequent change

Intense customer interaction

Mental/Sensory Demands (Essential):

Memory

Reading

Reasoning

Hearing

Logic

Analyzing

Verbal Communication

Written Communication

University Benefits:

All full-time university staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off, 12 paid holidays, and more. Explore our benefits further here.

Application Submission/Other Information:

All applications should be submitted online at https://hr.vcu.edu.
All applications should include a cover letter and a detailed resume with the names and contact information of three professional references.
Review of applications will begin immediately and continue until the position is filled, with priority review beginning February 8, 2024.

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Salary Range: $50,000 - $60,000

Position Details:

Department: L. Douglas Wilder School of Government and Public Affairs
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 100
Exemption Status: Non-Exempt

University Job Title/Code: Executive Administrative Assistant GA 1-3

Contact Information:

Contact Name: Lindsey Evans

Contact Email: evansll@vcu.edu

Contact Phone: 804-828-0994