Office Manager, Academic Internships Office

Virginia Commonwealth University•Richmond, VA

3d•Hybrid

About The Position

Reporting to the Director of the VCU Academic Internships Office in VCU’s Office of the Provost, the AIO Office Manager provides administrative and operational support to ensure the efficient day-to-day functioning of the Academic Internships Office. This position supports office coordination, project implementation, documentation, scheduling, and internal processes that advance the office’s goals related to expanding high-quality, credit-bearing internship opportunities for undergraduate students. The position also supports the Director in developing streamlined operations, maintaining records and databases, and coordinating projects that align with office priorities, timelines, and deliverables.

Requirements

Bachelor’s degree or equivalent applicable training and/or experience
Minimum three years of experience in an administrative support role or equivalent experience in a dynamic, fast-paced environment
Positive, professional disposition that treats all people with dignity and respect for a world class stakeholder experience within the Academic Internships Office
Demonstrated ability to work productively, both independently and as part of a team
Excellent organizational and time management skills and experience managing multiple projects/tasks with conflicting deadlines
Proficiency with Microsoft Office, Google Suite, and online collaboration tools - e.g., Google Docs, and Dropbox
Experience organizing events and programming for faculty, students, and communities
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
Strong written/oral communication and interpersonal skills
Commitment to professionalism and collegiality in all interactions
Ability to develop and maintain relationships and collaborations with faculty, staff, students, and the VCU community

Nice To Haves

Demonstrated experience in a higher education administrative capacity overseeing administrative operations for a complex academic or research-focused unit
Experience managing or contributing to long-range planning efforts within an academic or administrative unit
Previous experience managing a purchasing card for the purpose of providing goods and services in support of academic affairs activity.
Understanding of departmental, college, and university policies and procedures, as well as programs of study at VCU, including compliance and accreditation
Familiarity with VCU systems such as Banner, Navigate, RealTime, etc.
Knowledge of the VCU’s strategic plan, mission, vision, values, and administrative practices

Responsibilities

Provide administrative support for daily office operations, including scheduling meetings, managing calendars, coordinating communications, and supporting office logistics.
Support internal office processes to ensure efficient and consistent operations across staff functions.
Coordinate documentation, records management, and office materials related to internship processes, partnerships, and internal operations.
Assist with preparation of meeting agendas, materials, and follow-up communications.
Serve as project coordinator to support achievement of office priorities and program objectives, ensuring projects align with timelines, deliverables, and operational needs.
Assist in tracking project progress and coordinating activities across staff and stakeholders.
Support implementation of office initiatives by maintaining timelines, organizing tasks, and following up on deliverables.
Assist in coordinating special projects, events, and office initiatives as assigned.
Support the Director of Academic Internships in developing and implementing streamlined operational processes.
Assist with maintaining program databases and records that support data reporting, documentation, and assessment efforts.
Maintain organized records related to partnerships, internship documentation, and office operations.
Support consistency in office templates, forms, and internal documentation practices.
Assist with planning and coordinating office events, meetings, training, and outreach activities.
Support logistics for employer meetings, faculty gatherings, student engagement events, and other office initiatives.
Coordinate internal and external event details including scheduling, materials, and communication support.
Other duties as assigned