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Office & Data Administrator – VCEE (School of Business) | Richmond, VA, United States

The Virginia Council on Economic Education (VCEE) is looking to hire a Senior Administrative Assistant to manage various office activities and assist VCEE staff members in support of the day-to-day operations of the organization.  Reporting directly to the Executive Director, the primary function is to perform and manage various administrative and business functions on a daily basis and provide administrative support for department programs.  These responsibilities must be carried out quickly, accurately, and professionally, exercising discretion and independent judgment with minimal supervision.

At VCU, we Make it Real through learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers for diversity, VCU is a great place to work. It’s a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

General Responsibilities:

Compose and mail correspondence of various types, such as reports, invoices, letters, certificates, and related documents.

Screen incoming telephone calls, welcome visitors to the VCEE office, process incoming mail and direct mail to others. 

Maintain organization’s and professionals’ calendars. Send calendar invites in advance of meetings. Confirm appointments and follow up, as necessary.

Assist with meetings and events by making appointments and scheduling conferences. Responsible for logistics, such as facilities and catering arrangements.  Assist in establishing agendas, coordinating participation by other members at conferences, making travel arrangements and reservations for lodging, and assembling required documents for meetings and conferences. Maintain and publish monthly the Schedule of Meetings and Events.  

Establish and maintain various office files. Order and maintain office supplies and equipment, scheduling and overseeing maintenance performed by technicians.

Responsible for various financial duties. Prepare bank deposit, prepare check request forms, control blank checks, and maintain files of invoices, copies of checks, check registers, and related documents.  Record checks received and prepare deposit slips.

Maintain Data Repository: Gather and enter data recording attendance at workshops and institutes, including details about participants and their schools. Sort, extract, and report data, and assist with data analysis.

Board Support: Prepare meeting materials, schedule meetings, prepare venue, attend meetings, record attendance and take minutes.

Programs: Print and distribute awards, certificates, and other necessary materials.

Minimum hiring standards:
Well-organized, detail-oriented, accurate, and ability to complete tasks in a timely manner while working in a fast-paced environment and managing multiple priorities.

Working knowledge of office practices and procedures.

The ability to accept and follow oral and written directions and will have good analytical and problem-solving skills.

Proficiency with Microsoft Office, Excel, and PowerPoint.

A good command of the English language, punctuation and grammar, and strong writing skills.

Must be able to work well independently, while also functioning effectively as a teammate to others who work remotely. Courteous, professional disposition, and ability to interact well with a variety of people.

Experience working in a diverse work environment or the commitment to do so as an employee at VCU.

Preferred hiring standards:
Associates Degree and 3-5 years of relevant work experience, with at least 2 years supporting executive-level professionals.

Knowledge of Quickbooks, project management tools

Salary Range:  $38,000 – $42,000

Position Details:
Department:  Virginia Council on Economic Education (VCEE)
Employment Type:  University 
Restricted Status:  No
FTE:  100%
Exemption Status:  Non-exempt

Contact Information:
Contact Name:  Daniel R. Mortensen
Contact Email: drmortensen@vcu.edu

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