Office Support Assistant - Global Education Office

The Global Education Office at Virginia Commonwealth University (VCU) has an exciting opportunity for a customer service-oriented and highly organized Office Support Assistant to join our team.

Position Overview:

The Office Support Assistant serves as the first person people see and meet when interacting with the Global Education Office (GEO) within the Student Enrollment Management Global Initiatives division. This role is responsible for creating a welcoming, professional, and inclusive environment for all students, staff, and international visitors. Operating in the front reception area, the Assistant manages initial inquiries in person, via email, and over the phone, ensuring seamless access to departmental services. Additionally, this position provides critical administrative and operational support to the Executive Director of Operations and Communications, the Communications Manager, and senior leadership, including the Vice President.

Key Duties & Responsibilities:

Key duties and responsibilities of the Office Support Assistant include, but are not limited to, the following:

1. Reception and Visitor Engagement (40%)

• Welcoming & Screening: Greet all walk-in visitors with a warm, professional demeanor. Efficiently assess their needs, check for existing appointments, and securely record vital information (Name, Email, and V#).
• Appointment Management: Monitor team Google Calendars to anticipate daily staff arrivals and scheduled meetings. Promptly notify staff of visitor arrivals via internal messaging systems.
• Departmental Routing: Utilize office flowcharts and keyword screening to accurately direct visitors to the appropriate staff members or institutional resources.

2. Communication & Inquiry Management (40%)

• Main Line Coverage: Answer and manage the main departmental phone lines using standard office protocols and professional phone etiquette.
• Voicemail Administration: Access and clear physical and remote messaging systems hourly; resolve general inquiries and route detailed messages to the appropriate team members.
• Call Screening & Routing: Efficiently screen incoming calls and execute seamless transfers to internal staff lines.
• Inbox Management: Monitor and maintain the main departmental email accounts as a backup, triaging messages to the appropriate teams using established templates and canned responses.

3. Administrative & Executive Support (20%)

• Leadership Assistance: Provide direct administrative support to the Executive Director of Operations and Communications and the Communications Manager.
• VP Support Coordination: Assist the Executive Director in managing calendars, coordinating high-level meetings, and drafting communications for the Vice President.
• Reporting & Media: Compile data, draft correspondence, and prepare professional reports and presentations as requested for executive review.
• Project Support: Assist the Communications Manager with administrative tasks related to newsletters, promotional materials, and event logistics.
• Mail & Materials Handling: Securely log and manage incoming mail in locked storage. Neatly organize and track labeled materials (such as visa letters or promotional items) left at the front desk for pickup.
• Inventory Control: Monitor, track, and maintain the office supply inventory for all departments housed within GEO.

Qualifications:

Minimum Qualifications

• Education: High school diploma or GED equivalent.
• Experience: At least two (2) years of experience in customer service, hospitality, or front-office administrative work.
• Interpersonal Skills: Superior customer service focus and a highly professional, courteous demeanor. Demonstrated experience working effectively with highly diverse, multicultural, and international populations.
• Communication: Excellent verbal and written communication skills; ability to communicate clearly with individuals possessing varying levels of English proficiency.
• Organizational Skills: Proven ability to multitask, manage competing priorities, and maintain a high level of accuracy and organization in a fast-paced environment.
• Technical Proficiency: Strong organizational skills with proven experience utilizing Microsoft Office Suite and Google Workspace applications (Google Docs, Sheets, Calendar, and G-Chat/Spaces).
• Discretion & Confidentiality: Demonstrated ability to handle sensitive and confidential data (such as student records or international documentation) with strict discretion and in compliance with privacy regulations (e.g., FERPA).
• Institutional Alignment: Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Education: Bachelor's degree.
• Experience: Previous experience working within a higher education setting, student services, or an international education department.
• Cross-Cultural Competence: Experience living, studying, or working abroad, or a demonstrated history of supporting international populations or non-native English speakers.

Position Details:

Department: Global Education Office

Salary Range: $35,000 - $40,000

FLSA Exemption Status: Non-Exempt

Hours Per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: No

University Job Title: Administrative Assistant GA 1-2 (19011N-19012N), General Administration

Benefits: All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, 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.

Contact Information:

Contact Email: geo@vcu.edu