FM Administrative Assistant - Virginia Commonwealth University
Richmond, VA
About the Job
Summary
VCU’s Facilities Management Department (FMD) is seeking to hire an Administrative Assistant to work closely with the Director of Staff Operations by providing fiscal and administrative support for FM Administration at 701 W. Broad Street.
The FM Administrative Assistant will serve as the FM Administration receptionist and assistant, responsible for answering multiple phone lines promptly and handling all mail pick-up delivered to the office.
Key responsibilities include (but are not limited to):
- Assisting in creating and managing mass mailings
- Ordering supplies and maintaining office equipment
- Organizing and maintaining files
- Preparing conference rooms for meetings upon request
- Reserving conference room calendars
- Serving as backup for the Director of Staff Operations when unavailable
- Preparing refreshments and cleanup in the break area
- Assisting with the building manager's duties (putting up signs, creating work orders, ordering supplies)
- Ordering food for events and coordinating deliveries
- Logging incoming checks and delivering them to Financial Services for deposit within 24 hours of receipt
This role requires delivering excellent customer service to visitors and efficiently managing all incoming and outgoing phone calls. Additionally, the individual may be called upon to assist other departments within Facilities Management as needed and assists in covering the front desk during meetings or when full-time staff are out of the office.
Minimum Hiring Standards
- Excellent communication skills
- Strong organizational abilities and attention to detail
- Proficiency in typing and filing
- Experience with Microsoft Word and Excel, as well as Google Suite
- Ability to operate general office equipment
- Capability to work under pressure in a fast-paced environment and meet deadlines when necessary
- 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 Hiring Standards
- 1-3 years of experience in an office setting is preferred
Physical and Cognitive Requirements
Physical Demands & Activities
Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Marginal
Repetitive Motion: Essential
Walking: Essential
Climbing: Essential
Reaching: Essential
Bending: Essential
Environmental Conditions
Extreme heat/cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal
Emotional Demands
Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Essential
Frequent Change: Essential
Mental/Sensory Demands
Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential
Hourly Rate: $15 - $20 per hour
Shift/Hours of Work: Monday-Friday, between the hours of 8:00am-5:00pm
Salary Range: $15 - $20 per hour
Position Details:
Department: Facilities Management
Employment Type: H1 - Hourly
Restricted Status: No
FTE: .5
Exemption Status: Non-Exempt
Contact Information:
Contact Name:
Contact Email:
Contact Phone: