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.

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 creates 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.

• 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.

• 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.

• 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.

• 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…