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VNPC Executive Administrative Assistant, School of Medicine/Department of Pediatrics Benefits of working at VCU
All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.
Job Code Recruitment Pool All Applicants
Posting Number req6741
Unit School Of Medicine MBU
Department SOM/Pediatrics/VNPC
Department Website Link Location VCU
Address 1000 East Broad Street, Richmond, VA 23219 USA
Duties & Responsibilities
Position Summary
As a member of the Virginia Neonatal Perinatal Collaborative (VNPC) and Department of Pediatrics team, the Executive Administrative Assistant will be supervised by the Senior Director. This position will be responsible for assisting both the Senior Director daily calendar management and support overall scheduling; along with assisting managers with development and implementation of clerical standards, policies and practices for the VNPC while maintaining confidentiality, tact and diplomacy. The VNPC Executive Administrative Assistant will be trained to assist in the administrative management of sponsored awards, along with assisting with logistics for submitting invoices, purchasing in alignment with grant deliverables and managing office supplies. This position will also be responsible for the everyday activities of the VNPC, related to meetings, agendas, minutes, assisting with event planning, communication with key stakeholders, action items and strategies that emanate from the VNPC Senior Director. They may work independently or as part of a team. They work under limited supervision, resolving most complex issues independently and referring unprecedented issues to the VNPC Senior Director. This position provides an opportunity to work in a fast paced environment with potential for career growth in the field of maternal and infant public health and for those presenting a willingness to learn and ability to work collaboratively with a diverse group of faculty and staff.
Core Responsibilities
Financial Administration
Work under direction of supervisor to provide fiscal support to the program. Fiscal duties include but are not limited to:
- Advise and alert supervisor of any compliance concerns.
- Monitor, evaluate, and ensure accurate files are maintained for all expenditures charged to each managed account; reconcile transactional records against expense reports on a monthly basis in conjunction with supervisor; monitor personnel and other expenditures and communicates any questions, concerns to supervisor.
- Perform routine fiscal assignments as needed.
Program Activities
- Maintain calendars, schedule meetings/appointments, reserves space for meetings/events, prepare/review/edit documents and correspondence with a high degree of accuracy within time frame requested, and other duties as assigned
- Maintains customer service that is compatible with core & traditional public health values. Assures program is consistent with current resources and are provided within State, Federal and District policies & guidelines.
- Provides primary and direct administrative support for VNPC Senior Director and other staff
- Assists VNPC with grant and general assembly reporting and document and submit when due & consistently meets submission deadlines.
- Provides overall office management of supplies, work orders, and ordering
Planning and Evaluation
- Assists with planning of Day of Learning, Annual Summit and other trainings for hospitals
- Assists with planning meetings, logistics and follow-up as needed to support grant deliverables
- Maintains attendance of meetings and correspondence with partners to meet grant deliverables
- Maintain rosters for all advisory committees, councils and workgroups for the VNPC
Community and Interagency Relationships
- Works actively with other state agencies, stakeholders, and community leaders to promote public health and develop effective working relationships.
- Attends meetings for committees and work groups to represent the VNPC to take minutes as needed
- Maintains and updates VNPC infrastructure with information on perception of needs and public health services by these groups, agencies, or organizations.
- Works with health systems and local communities for correspondence from workgroups, meetings, etc. to meet deliverables
- Actively and regularly engages with stakeholders around the state.
Customer Service
- Treats others in the work place with respect.Guided by VNPC program goals, identifies and takes steps to meet the needs of the members of the VNPC.
- Working with supervisor and co-workers, improves work processes by making suggestions and jointly developing changes to decrease cost and/or improve services.
- Shares fairly in assigned work tasks and helps in other areas when needed.
- Limits problems between employees by talking with involved co-worker(s) about an issue as soon as it comes up and, when needed, getting supervisor involved.
- Works with team members in a collaborative manner to ensure coordination of initiatives.
Training and Leadership
- Sets professional example & proactively promotes participation, seeks additional learning & developmental skill opportunities.
- Participates in in-service, workshops & classes to maintain/upgrade knowledge, skills and abilities as pertains to maternal and infant health, public health, & theory & practice.
- Sets standards & priorities for maternal and infant health.Proactively researches & requests training to update skills as available/appropriate.
Other Duties As Assigned
- The goal of the VNPC is for Virginia to be the best and safest state to deliver and have a baby.
- To that end, this position contributes to supporting the health of all Virginians through the efficient and effective daily tasks of the VNPC.
- May be required to perform other duties as assigned.
Qualifications
Minimum Hiring Standards:
- High school diploma or equivalent
- Proficient in Word, Powerpoint, Excel, Google applications, Outlook Mail
- Excellent problem solving skills
- Proficient editing skills
- Competent in the art of Public Speaking
- Great record of attendance and a willingness to step in and provide assistance as needed
- Well organized and experience working in a fast-paced environment
- Independent and self-starter, ability to multi-task and be resourceful and creative
- Excellent customer service skills
- 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 Qualifications
- Bachelor’s degree in public health, health promotion, health education or similar
- Knowledge of Quality Improvement
- Experience working with grants and deliverables
- Experience working with a Perinatal Quality Collaborative
- Experience working with maternal and infant population
University Job: GA, Executive Administrative Assistant GA (1-3) (19111-19113)
ORP Eligible: No
This position is open until filled.
This is a restricted position with no set end date; continued employment is dependent upon project need, availability of funding, and performance.
Please note that if you are employed as a university employee working in any of the health system's facilities, you will need to follow VCU Health System policies, which will include but will not be limited to, vaccination requirements.
Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. 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: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/
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.
The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.
FLSA University Employee
Job FTE 1
Exemption Status Non-Exempt
Restricted Position Yes
E-Class UF - University Employee FT
Job Category University Employee
ORP Eligible No
Salary Range Up to $60,000
Compensation Type Salaried
Target Hire Date 2/1/2025
Contact Information for Candidates
Jewel Jefferson
jewel.jefferson@vcuhealth.org
Documents Needed to Apply
