Sr Administrative Coordinator | Division of Hematology/Oncology | SOM Dept of Internal Medicine
Sr Administrative Coordinator | Division of Hematology/Oncology | SOM Dept of Internal Medicine
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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.
Sr Administrative Coordinator Division of Hematology Oncology & Palliative Care Dept of Internal Medicine VCU School of Medicine
Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCUs sponsored research the School of Medicine is internationally recognized for patient care and education.
The Sr Administrative Coordinator serves as assistant to the Chair and provides administrative support to the Associate Administrator faculty members and staff for meeting the educational clinical and research goals compliance requirements and programmatic needs of the Division of Hematology Oncology and Palliative Care. The position provides high-level administrative and operational support and plays a critical role in ensuring the smooth functioning of divisional leadership activities by managing complex scheduling and communications coordinating academic and clinical operations and supporting strategic initiatives. The Sr Administrative Coordinator serves as a key liaison between the Division Chair and internal/external stakeholders including faculty staff institutional leadership and external collaborators.
Core Responsibilities
Communications (25%): Manager of communications for verbal and written communication (potentially sensitive and/or confidential) through the Divisions office via email phone and other sources of information. Verbal communication should be clear and grammatically correct. Written and electronic communication should be clear with attention to grammar and spelling. Provides customer service for all matters related to the Division. Develops tools for managing customer service and responding to customers requests and feedback.
Fiscal Administration (15%): Maintains accounting records according to university guidelines. Develops and maintains accounting systems for projects expenses as needed. Ensures Chairs monthly review and approval of budget and expenditures for sponsored projects and institutional funds. Identifies investigates and corrects any inappropriate expenditures. Assists the chair with monitoring project expenses to prevent account deficits. Prepares purchase orders and completes receiving reports using the VCU Real Source system in accordance with Universitys purchasing policies. Utilizes Workday to pay vendors for goods and services provided. Assists the Chair and Division faculty with preparing travel authorizations travel reimbursements and complying with state and MCVP guidelines.
Program Administration (25%): Assists the Chair with the development and coordination of necessary committees and communication within those committees. Assists the chair with the development of the divisions monthly newsletter(s) and helps to manage various listserv accounts for the division. Coordinates the monthly division-wide meetings. Maintains documentation of all leave taken by the division providers and manages QGenda as well as serves as assistant timekeeper for the division. Maintains an inventory of office supplies and orders office supplies as needed/requested. Places service calls for office equipment and facilities. Assists in coordinating the replacement of office equipment. Assists with ordering of lab coats business cards appointment cards etc. for the division.
Service Administration (15%): Assists the Division Chair with editorial assignments for scientific journals to ensure review duties are completed as required by the journal. Communicates with outside sources to arrange communications between the Division Chair and outside organizations. Tracks all of the Division Chairs work done with outside organizations. Assists the Chair with the development of the divisions monthly dashboard and other data collection. Places service calls for office equipment and facilities and assists with coordinating the replacement or upgrades of office equipment. Assists in coordinating physical plant improvement and maintenance.
Sponsored and Research Programs Administration (10%): Serves as a contact person and facilitator for all outside professional activity applications for the Chair and other faculty members. Assists with obtaining internal approvals for both grant applications and outside professional activity applications. Coordinates the submission and status of applications and reports to the IRB IIACUC Technology Transfer FDA and NCI. Maintains records related to regulatory matters involving all aforementioned entities. Performs literature searches for relevant scientific research articles and referencing information and compiles this literature into reference lists for manuscripts. Formats edits copies and submits manuscripts and reviews for the Chair and other faculty members according to journal and Division Chair specifications. Obtains signatures from the Division Chair and submits on his behalf.
Reception Mail Distribution Correspondence Routing and Other Duties as needed (10%): Splits duties with other administrative staff in: 1) retrieving sorting and distributing mail for faculty fellows and support staff daily for the division 2) greeting and directing all visitors 3) answering incoming calls and directing callers to the appropriate faculty fellows or other staff members 4) taking messages for faculty fellows and staff and 5) copying scanning and faxing documents as needed by faculty.
RequiredQualifications
- Bachelors degree
- Demonstrated project management skills
- Excellent verbal and written communication skills
- Excellent time management skills
- Excellent skills using word processing spreadsheet and database programs in addition to the ability to develop Excel spreadsheets
- Excellent analytical skills sound judgement and discretion
- Ability to maintain a high level of regular and punctual attendance
- Ability to accurately follow instructions
- Ability to interpret and comprehend policies and procedures
- Ability to work independently in addition to the ability to work with others in a fast-paced highly collaborative environment
- Ability to work under pressure and prioritize work
- Customer service experience desired
- Demonstrated ability to work in and foster 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
Jillian Rountree
Cover letter resume/CV and contact information for three professional references
This position is open until filled wiht a priority application review date of 9/10/25.
Virginia Commonwealth University is an equal opportunity employer.
Required Experience:
Senior IC
Employment Type
Intern
