Administrative Assistant - Division of Community Engagement

Administrative Assistant Division of Community Engagement

The Division of Community Engagement in the Office of the Provost at Virginia Commonwealth University (VCU) seeks a full-timeAdministrative Assistantto support the daily operations and coordination needs of a dynamic and collaborative team. This entry-level position offers an excellent opportunity for someone who enjoys organization logistics and providing essential support behind the scenes. The administrative assistant will play a critical connector roleensuring that the division functions smoothly through strong administrative systems and well-coordinated logistics.

This position provides direct administrative and scheduling support to the Vice Provost for Community Engagement as well as broader administrative support to other members of the divisions leadership ideal candidate will be service-oriented detail-focused and comfortable managing multiple priorities in a fast-paced mission-driven environment.

Key Responsibilities:

Leadership Support:Provide direct administrative and calendar management support to the Vice Provost for Community Engagement and other members of the DCE team. Coordinate meeting logistics scheduling and documentation for the broader leadership team.

Office & Calendar Coordination:Serve as a primary point of contact for the division. Manage both public and private calendars ensuring alignment across key events meetings and programming.

Event & Meeting Logistics:Coordinate logistics for meetings events and programming hosted by the division including space reservations catering materials awards/gifts and guest communications. Support all logistics for candidate interviews and onboarding activities.

Purchasing Support:Manage P-card transactions procurement and reconciliation.

Project Coordination:Assist with logistics for DCE grants including coordinating application reviews supporting disbursements and tracking internal deadlines.

Hiring & Onboarding Coordination:Schedule interviews reserve spaces and prepare materials for search processes. Support onboarding of new hires by coordinating logistics and administrative setup.

Records & Digital Organization:Maintain organized systems for files forms and communications using Google Drive and other platforms. Submit internal announcements (e.g. to Telegram).

Office Space Management:Monitor and maintain the physical office environment ensuring it is well-equipped organized and welcoming.

Relational & Mission-Driven Support:Engage professionally with faculty staff students and community members who interact with the division. Foster a welcoming organized and responsive office culture that reflects the values of community engagement.

Required Qualifications:

• 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 staff member at VCU.

Preferred Qualifications:

• Bachelors degree and 03 years of relevant professional experience or an equivalent combination of education training and experience.

• Strong organizational and logistical skills with the ability to manage multiple priorities efficiently.

• Professional communication skills and a service-oriented approach.

• Experience coordinating meetings events or administrative processes.

• Attention to detail and a proactive approach to maintaining systems and workflows.

• Comfort using platforms such as Google Workspace (Drive Sheets Forms Calendars) and learning new tools.

• Strong interest in the mission of community engagement and working in a collaborative academic environment.

• Prior administrative experience is helpful but this is anentry-level opportunitydesigned for individuals looking to grow in an administrative support role.
  

This position plays an essential role in ensuring the daily operations and internal coordination of the Division of Community Engagement. The administrative assistant will contribute meaningfully to the divisions success through reliable administrative support logistical expertise and a team-centered approach to their work.

Rebekah Jewers