Office Manager
Office Manager
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Job Description
All full-time university staff are eligible for VCUs 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 VCUs benefits here.
Summary:
EffectiveJuly 1 2025 the Department of Biology ( VCU Life Sciences ( merge to form the School of Life Sciences and Sustainability (SLSS) to behoused within the VCU College of Humanities and Sciences ( includes more than 60 full-time faculty and 14 staff supportingundergraduate and graduate programs in Biology Bioinformatics EnvironmentalStudies and Integrative Life Sciences. We are currently recruiting key staffto support the operations of this new academic unit including for theposition of Office Manager. This position will be responsible for office operationsand administration access management faculty assistance and academicsupport.
The VCU job series forthis position is Senior Administrative Coordinator in the General Administration more information please see the VCU Human Resources JobFamily and Salary Ranges site at combines learningresearch creativity service and discovery with a commitment to inclusiveexcellence. Ranked by U.S. News as one of the 30 most innovative publicuniversities in the country VCU is a premier urban public researchuniversity home to multiple nationally ranked programs. Here your success issupported and your career can thrive.
VCU is committed tohiring veterans! VCU will add your military years of service to our leave may provide veterans with an increased leave accrual!
Job-Specific Duties
Responsibilities include but are notlimited to:
OfficeOperations and Administration (50%)
Incumbent will oversee the day-to-dayoperations of the School of Life Sciences and Sustainability administrativeoffice to ensure efficiency and productivity. Manages office equipmentincluding processing copy jobs ordering supplies and coordinating maintenancefor printers and copiers within departmental budgets. Serves as the primarypoint of contact for submitting and tracking facility and IT service ticketsfor office-related issues such as network connectivity or lightning repairsensuring timely resolution with minimal supervision. Maintains organizeddigital and physical filing systems for departmental records contracts andcorrespondence. Prepares and distributes communications such as memos ormeeting agendas as directed by leadership. Attends departmental meetingsserving as scribe when needed. Proactively assess office needs implementstechnology and administrative best practices to streamline workflows andprovides feedback to supervisors on office and departmental status. Supportsrecords coordinator and managing internal records.
ProxyCard and Access Management (20%)
Administers the proxy card system forsecure access to the Trani Life Science building office spaces meeting roomslaboratory areas and other non-laboratory areas managed by the School of LifeSciences and Sustainability. Issues activates and deactivates proxy cards forfaculty staff and approved visitors ensuring compliance with universitysecurity policies. Maintains a digital database to track proxy cardassignments access levels and activity logs for audits and with campus security facilities the Building Manager and theAssistant Building Manager to ensure seamless access control withoutoverlapping job-related responsibilities. Manages requests for locking andunlocking internal and external building doors as needed maintaining a secureenvironment.
FacultyAssistance and Academic Support (20%)
Provides administrative support tothe faculty for non-lab-related academic activities. Manages and supervisestest keys and graded work left in the office ensuring compliance with studentprivacy laws (e.g. FERPA). Format type and copy course materials such assyllabi and exams for faculty in a timely manner. Proctor student assessmentsand exams as needed. Maintains departmental bulletin boards by posting relevantinformation for undergraduate students including scholarships jobs researchopportunities workshops and seminars. Handles approximately 25 FederalExpress shipments per month and transcribes or prepares documents for facultyas requested. Answers basic questions about courses elevating complexinquiries to the appropriate instructor. Assist in coordinating responses toemergencies in lecture areas (excluding labs which are managed by the BuildingManager and Assistant Building Manager) following university protocols.
MiscellaneousDuties (10%)
Performs additional administrativetasks as assigned to support the departments instructional and operationalmission. Examples include assisting with onboarding new office staffcoordinating mail distribution or supporting university-wide administrativeinitiatives. Demonstrates flexibility to meet evolving departmental needs whilemaintaining a professional and welcoming office environment.
Mimimum Qualifications
Demonstrated experience in office administration including managing supplies coordinating vendor services and handling service tickets
Proficiency in Microsoft Word Excel and Access as well as university systems (e.g. LANDesk Banner RealTime)
Strong organizational skills with the ability to prioritize tasks meet deadlines and manage multiple responsibilities in a fast-paced environment
Excellent customer service skills
Exceptional verbal and written communication skills for interacting professionally with faculty staff students and external stakeholders
Demonstrated experience working in and fostering an environment of respect professionalism and civility with a population of faculty staff and students from various backgrounds and experiences or a commitment to do so as a member of VCU
Proven ability to work independently exercise professional discretion and solve problems creatively using sound judgment
Demonstrated ability to analyze data and produce summary reports for various audiences
Familiarity with proxy card systems and facility/IT ticketing processes
Ability to maintain confidentiality with sensitive information and comply with university policies including student privacy regulations (e.g. FERPA)
Associates degree in business administration office management or a related field or equivalent experience (e.g. 2-3 years in office management or administrative roles)
Preferred Qualifications
Bachelors degree in a related field
Supervisory experience in an office setting
Experience with Adobe Acrobat Illustrator Photoshop or InDesign
Prior experience with card-access control software
Familiarity with university state and federal policies related to student affairs and timekeeping
Knowledge of the general organization and operation of SLSS College or University
Previous experience supporting academic units in a higher education environment
Job-Specific Physical and Cognitive Requirements
PhysicalDemands
Light Lifting (<20 lbs.); Essential
Moderate Lifting (20-50 lbs.); Marginal
Pushing/Pulling; Marginal
Standing; Marginal
Sitting; Essential
Repetitive Motion; Essential
Walking; Marginal
Reaching; Marginal
Bending; Marginal
EnvironmentalConditions
Fumes; Marginal
Mists/gases; Marginal
EmotionalDemands
Fast Pace; Essential
Average Pace; Essential
Multiple Stimuli; Essential
Intense Customer Interaction; Essential
Frequent Change; Essential
Memory/SensoryDemands
Memory; Essential
Reasoning; Essential
Hearing; Essential
Reading; Essential
Analyzing; Essential
Logic; Essential
Verbal Communication; Essential
Written Communication; Essential
Stephanie Millican
Required Experience:
IC
Employment Type
Full Time
