Administrative Coordinator

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.

Summary:

The Partnership for People with Disabilities at Virginia Commonwealth University celebrates over 39 years as Virginia’s University Center for Excellence in Developmental Disabilities Research, Training and Dissemination (www.vcu.edu/partnership). We are seeking a dynamic candidate to serve as an administrative coordinator who will support 2 key organization projects (The Infant and Early Childhood Endorsement program and the Center for Family Involvement) by performing professional-level administrative support and data/information coordination. The Infant and Early Childhood Endorsement Coordinator assists in overseeing timeline estimates, deadlines, and reports according to project process methodology. The Coordinator implements process improvement and procedures, provides executive-level administrative support, and provides planning, organizational, and coordination support for the various functions of the project. The Center for Family Involvement Intake and Operations Coordinator manages referral and intake information in a Salesforce database, assists the CFI’s Family to Family Network of Virginia Director in managing communications with volunteer Family Navigators, assists with CFI team with event planning, and liaises with external print companies on product management on behalf of the CFI.  This position will be open rank with an anticipated slotting of Sr. Administrative Coordinator 2, Job Code (19034).

Typical Duties

• Organizes project-related documents into folders that are shared with team members in a Shared Drive. 
• Disseminates information to project listservs.
• Edits documents for clarity of message and grammatical errors.
• Attends weekly meetings. Prioritizes tasks according to timelines. 
• Organizes information based upon needs. 
• Effectively communicates with all stakeholders.
• Meet regularly with the project team to ensure deliverables are being met. 
• Assist with meeting minutes, 
  Assist with ICAs, W-9s, and tracking payments.
• Perform a wide variety of administrative, logistical, operational, and technical tasks related to running the Infant and Early Childhood Mental Health Endorsement Initiative.
• Provide logistical support for the Infant and Early Childhood Mental Health Endorsement, online training events and follow-up evaluation summaries. 
• Coordinate the IECMH Endorsement by providing support to and data tracking for over 150 applicants and endorsees. 
• After receiving training on professional development opportunities, assist applicants in finding training opportunities that meet endorsement requirements. 
• Provide 1:1 support to applicants/endorsees as needed. Review all IECMH Applications upon submission in the Endorsement Application System to ensure the applicant is applying at the appropriate category. 
• Review Applications that are in process to provide feedback to the applicant about gaps or ways to enhance the documentation (by providing additional information to support how they are claiming competencies for training/education), and re-review ahead of submission to ensure the Application is ready to be assigned to a reviewer for an Endorsement decision. 
• Maintain all project databases to ensure accurate reporting and prompt submission of data to funders and partners. 
• Provide annual reports to the Alliance and our funders on endorsement-related details (exams taken/passed, demographics, and endorsement counts).
• Communicate National Alliance guidelines to applicants and endorsees. 
• Create detailed outlines and charts to further promote clarity. 
• Manage their applications in EASy by documenting successful renewals, and meeting with professionals as needed to assist with the renewal process (i.e., documentation, obtaining training hours, etc.). 
• Maintain the project's Technical Assistance Log in order. regularly check CFI helpline voicemail, helpline email and RedCap for referrals from external agencies to the Center for Family Involvement; download information and enter it into a secure Salesforce database including reaching out to the family for initial contact and assigning to staff accordingly.
• Work with Family to Family Director and CFI data manager to enter data about Family Navigators including initial application, demographic information and training dates. Ensure that required signature forms from Family Navigators are collected and kept in a secure location.
• Regularly check RedCap for any F2F intake forms submitted by families we serve and enter that information into Salesforce. 
• Helps to coordinate events such as the EHDI annual conference, Connect for Success Symposium by serving on planning committees; working with Partnership events team on registration, event set up, etc.; supporting staff in having materials purchased and organized for the event; participating in the event (manning tables, etc).
• Represent the CFI with print companies, ensuring orders are processed according to project needs, VCU requirements, and project guidelines.  This may include supporting Partnership administrative staff in pulling together product orders to ensure accuracy.
• Other duties as assigned.

Minimum Qualifications

• Skilled in writing, editing, proofreading, problem-solving, critical thinking, communication, computer and technology skills, and teamwork.

• Self-motivated. 
• Precision in data entry and data analysis for reports. 
• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU. 
• At least 2 years experience of administrative, logistical, operational, and technical tasks.
• Ability to complete assignments in a timely manner. 
• Ability to work independently or as part of a team.
• Strong organizational and time management skills with the ability to meet deadlines.
• Excellent oral and written communication in daily interactions.

Preferred Qualifications

3 years of administrative coordination with increasing complex duties 
Excellent computer skills and experience with various programs  (i.e., Google platform, Salesforce, Office products), file maintenance, and database management for the creation of project documents, registration forms. 

Jackie Robinson Brock
robinsonjb3@vcu.edu
804-628-2965