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Form of workThis position is a key member of VCU Libraries leadership team and ensures that the activities of the Dean are executed and optimally supported with the highest level of professionalism. The Executive Assistant serves as an essential team member who contributes to relationship building amongst faculty and staff. Under the direction of the Dean, the Executive Assistant manages at the executive level, the efficient functioning of the office of the Dean of VCU Libraries and University Librarian, and provides administrative/project support to the Associate Deans of VCU Libraries. The Executive Assistant manages calendars, applies prioritization to issues, and holds responsibility for successful follow-through. Attends administrative-sponsored meetings and events. This position is expected to anticipate needs, proactively solve problems, and independently resolve issues by using administrative guidelines and established University policies and procedures. This position requires a high degree of flexibility, confidentiality, diplomacy, tact, and acute attention to detail. The position may allow for some remote work, but this position is expected to perform the majority of their work duties onsite. May need to travel between the Monroe Park and Medical College of Virginia campuses. Events require occasional evening and/or weekend attendance.
Primary Responsibilities
- Coordinates work assignments with the Dean, responding to requests for administrative information, and is responsible for providing quality service to internal and external customers in an accurate and timely manner.
- Manages the Dean's calendar and information flow to the Dean by proactively anticipating the needs of the Dean in preparation for upcoming meetings, engagements, and daily office management.
- Works effectively with minimal supervision and uses informed decision-making to successfully manage multiple projects and deadlines, including successful project follow through.
- Represents the public and professional presence of the Dean of the Libraries and the administrative office of the VCU Libraries to the University community.
- Provides administrative and logistical support to VCU Libraries Associate Deans as well as to VCU Libraries Human Resources and Fiscal Operations.
- Works collaboratively with VCU Libraries Development and Public Relations departments, assisting with library boards and donors including events management with occasional evening support.
- Makes and coordinates travel arrangements for the Dean.
- Provides fiscal administrative support through preparing and processing travel and other expense authorizations and reimbursements.
- Manages and responds to telephone calls and requests, mail services, office supplies, and other administrative duties.
- Responsible for taking notes at meetings and maintaining the meeting notes electronically.
- Practices strict and absolute confidentiality and integrity in carrying out job duties and responsibilities.
- Displays a commitment to the Libraries strategic framework, strategic action plan, mission, vision, and values.
- Prior experience in an executive administrative support role or equivalent experience in a dynamic, fast-paced environment which required high levels of autonomy, strategic thinking, and coordination.
- Excellent customer service skills and ability to work with people from various backgrounds.
- Demonstrated management skills, including strong oral and written communications skills, strong organizational, administrative and interpersonal skills.
- Demonstrated a proactive approach to problem-solving with strong, independent decision-making capacity.
- Demonstrated ability to work independently with limited supervision and the ability to work toward a common goal as part of the administrative team.
- Demonstrated high proficiency with software programs, including MS Office (programs such as Word, Excel, PowerPoint) and Google Suite.
- Ability to understand the implications of new information for both current and future decision-making and problem-solving.
- Demonstrated experience working in and fostering a diverse faculty, staff, and student environment, or commitment to do so as a staff member at VCU.
- High school diploma or equivalent.
- Bachelor's degree or equivalent
- Previous experience working in a higher education environment.
- Knowledge of Chrome River.
