Administrative Assistant

Summary:

The Partnership for People with Disabilities at Virginia Commonwealth University celebrates over 30 years as Virginia’s University Center for Excellence in Developmental Disabilities Research, Training and Dissemination (www.vcu.edu/partnership).

We are seeking a dynamic person to serve as the Administrative Assistant. This is a part-time position (75%) in which the successful candidate will work on site at the Partnership’s office located in Central Virginia. The Administrative Assistant will serve on various grant projects with a primary focus on the Va-LEND project. This position is open rank with an anticipated slotting of Administrative Assistant GA 2 in the General Administration Job Family, Job Code 19012. The effort for this position may be increased up to 100% in the future if funding becomes available.

Duties and Responsibilities:

• Assists with virtual meeting setup and compiles meeting minutes for review.
• Serves as a contact person for telephone, fax machine, Va-LEND Project's email address, copier maintenance and office mail.
• Organizes routine mailings to faculty and trainees.
• Handles logistic arrangements for training events, registrations, and inquiries.
• Orders supplies and training materials.
• Manages google drive and trainee files.
• Manages trainee list servs, faculty, and alumni listservs’.
• Manages and shares Va-LEND Project's Trainee and Faculty Calendars.
• Manages, organizes, and tracks trainee digital application package materials and communicates with trainees for updates as needed.
• Works on the Administrative Services team (clerical, events, etc.) to support the unit including receptionist duties, administrative support for over 100 staff, completing various clerical tasks, assisting with online and in-person events, packing and loading materials, making purchased in store (as needed) and online, traveling to assist with large events (as needed).
• Limited teleworking on occasion, as this is a customer facing position.
• Other duties as assigned

Minimum Requirements:

• Proficient in Microsoft Office Office Suite (includes Word, Excel, PowerPoint), Working knowledge of Google Apps, Zoom, Docusign or comparable software. Essential data entry skills, including fast typing with an eye for detail and familiarity with spreadsheets and online forms.
• Must have excellent attention to detail skills
• Ability to provide excellent customer service with internal and external customers including faculty, staff, students, and outside constituents (Communicating respectfully at all times.)
• Ability to adapt to change and ambiguity (when projects or initiatives are being developed).
• Ability to work in a fast paced environment.
• Significant experience with meeting deadlines, organizing workload and manage changing priorities .
• Must be a self-starter and take initiative to assist others whenever possible, and problem solve issues as they arise or seek support when needed.
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at VCU

Preferred Requirements:

• Experience with making purchases, coordinating travel, or other financial responsibilities
• Ability to assist and facilitate virtual meetings, and create reports or willingness to learn.
• Experience using various browsers, software and operating systems; Must be solution-focused with the ability to problem-solve