Administrative Assistance CTCCE

Advertising Summary:

Unit: School Of Medicine MBU

Department: Surgery

Duties & Responsibilities:

Customer Service
Serve as the primary point of contact by answering the CTCCE main telephone line in a professional, courteous, and timely manner
Monitor and respond to the CTCCE general email account
Provide accurate information regarding:
o Course registration procedures
o Course schedules and availability
o General program information
o Office hours and department services
o Frequently asked student questions
Route telephone calls and email correspondence to the appropriate staff member when issues cannot be resolved at the front-line level
Maintain a positive, service-oriented experience for students, healthcare professionals, and community partners

Administrative Support
Assist with general office operations and administrative tasks
Perform data entry and maintain accurate departmental records
Prepare, print, assemble, and distribute course materials, manuals, certificates, and other educational documents
Assist with copying, scanning, filing, mailing, and document organization
Support course preparation and administrative logistics as assigned
Assist with inventory and organization of office supplies and educational materials
Perform other routine administrative duties to support CTCCE operations

Communication and Teamwork
Participate in CTCCE staff meetings when work schedule permits
Communicate professionally with faculty, staff, students, and external partners
Maintain confidentiality of student and departmental information in accordance with university and departmental policies
Escalate complex customer service issues to the appropriate staff member in a timely manner

Other Duties
This position description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications
Responsibilities may be modified to meet the operational needs of the CTCCE

Minimum Qualifications

High school diploma or equivalent
Strong verbal and written communication skills
Excellent interpersonal and customer service skills
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
Ability to work independently while exercising sound judgment regarding when to refer questions to other staff members

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

Experience using registration or learning management systems
Experience and/or familiarity with Virginia EMS education requirements
Familiarity with the VCU Center for Trauma and Critical Care Education educational portfolio
Previous experience in an administrative, customer service, reception, or office support role

Salary Range: $17.00 - $23.00

FLSA Exemption Status: Non-Exempt

Hours per Week: 29

Flexible Work Arrangement: Hybrid

Contact Information:
Contact Name: Mary Waite
Contact Email: [email protected]