Overview
Office Manager/Executive Assistant Jobs in Hastings, MN at Nathan’s Outdoor Services
ADMINISTRATIVE COORDINATOR
Benefits of working at VCU
All full-time university staff are eligible for VCU’s 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 VCU’s benefits here.
Job Code
19031
Recruitment Pool
All Applicants
Posting Number
req7267
Unit
Offc of Strategic Enrollment Mngmnt
Department
1904 SEMSS Administration
Department Website Link
https://semss.vcu.edu/
Location
VCU
Address
907 Floyd Ave, Richmond, VA 23284 USA
Duties & Responsibilities
Position Summary:
Reporting to the Associate Vice President of Special Programs, the Summer Studies and Special Programs Administrative Coordinator provides administrative support to the Office of Special Programs. . In addition, the Administrative Coordinator serves as the program coordinator for Summer Studies and Winter Sessions in the Division of Strategic Enrollment Management and Student Success.
Core Responsibilities:
Summer Studies and Winter Session Program Coordination (40%):
Serve as the primary point of contact for all Summer Studies and Winter Session inquiries including monitoring the email inbox and responding promptly to emails.
In collaboration with VCU schools, colleges, and departments, design, implement, and distribute Summer Studies and Winter Session course scheduling packages to support student progression to graduation. Coordinate the scheduling of courses that are “off-block” requests.
In collaboration with SEMSS Communications, develop and distribute communications and marketing materials to new and returning students and maintain the website.
Attend meetings such as the Enrollment Operations Committee as the representative for Summer Studies and Winter Session.
Office Management and Administrative Support (40%):
Manage the day-to-day operations of the Summer Studies and Special Programs unit office ensuring continual office presence by receiving and responding timely to in-person visitors, phone and email inquiries.
Serve as a first point of contact to students, faculty, staff, and other visitors and respond to their inquiries appropriately utilizing high-quality customer service skills. Maintain an organized and safe front reception area and supply storage.
Recruit, select, train, and supervise student employees following SEMSS HR guidelines to support the needs of the office.
In coordination with SEMSS Finance, manage fiscal administration for the office including purchasing card and RealSource purchases up to $10,000, POs, and vendor contracts that comply with State and University policies and procedures. Communicate directly with vendors to ensure timely transactions and both payment and fulfillment of invoices.
Coordinate logistical components such as room reservations, orders, catering, and registration processes for office meetings and events.
Serve as the Building Manager for the 2nd floor of Hibbs Hall and fixed asset custodian for the unit.
Maintain responsibility for sending, receiving, and distributing supplies and mailings for the Office.
Manage various calendars to allow time for priority meetings, work time, and other commitments including confirming appointments and meetings in a timely manner. Send reminders to meeting participants and support the preparation of meeting materials as necessary.
Manage travel arrangements including authorizations and reimbursements in a timely and efficient manner.
May attend senior level management meetings to provide meeting minutes and document meeting outcomes and action items.
Special Programs Support and Other Duties (15%):
Provide support to special programs as assigned.
Perform other duties as assigned including supporting special projects.
Other Duties As Assigned (5%):
Qualifications
Minimum Hiring Standards:
Experience in an administrative role, preferably in a higher education environment.
Superior customer service skills with ability to create and maintain positive relationships with internal and external partners.
Excellent verbal and written communication skills, high-level organizational and time management skills, data and information management skills.
Proficient in Google Suite programs including Gmail, calendar, drive, and forms.
Ability to obtain and maintain a purchasing card. Demonstrates a commitment to risk assessment (considering cost, benefit, and impact) and practices routine verification of the accuracy data.
Ability to understand, comply with, and train others on set policies and procedures, as well as handle confidential situations and data appropriately.
Ability to use the web for access to resources.
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:
Bachelor’s degree or equivalent combination of education, training, and experience.
Extensive experience in an administrative support role in a higher education environment.
Interest in higher education administration.
Knowledge of VCU programs and organizational structure.
Experience with VCU purchasing policy and systems including travel.
Experience with VCU systems like Banner, Navigate, RealSource, ChromeRiver, Microsoft Office, and Google Suite.
Other Position Details:
This is a restricted position partially funded by a Department of Education Grant. Continued employment is contingent upon continued funding.
This position will work 100% in-person.
This posting with close at 7PM on May 4th, 2025.
FLSA
University Employee
Job FTE
100%
Exemption Status
Non-Exempt
Restricted Position
Yes
E-Class
UF – University Employee FT
Job Category
University Employee
ORP Eligible
No
Salary Range
Up to $44,000
Compensation Type
Salaried
Target Hire Date
6/10/2025
Contact Information for Candidates
Documents Needed to Apply
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Title: Office Manager/Executive Assistant
Company: Nathan’s Outdoor Services
Location: Hastings, MN
