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About VCU Continuing and Professional Education and LEDstudio–

VCU Continuing and Professional Education (VCU CPE), in partnership with the colleges and schools at Virginia Commonwealth University, provides and supports quality continuing and professional education and skills training for individual, local, regional and national impact. VCU Continuing and Professional Education harnesses the power of VCU — including more than 3,300 instructional faculty and adjunct instructors, an academic medical center and long-standing community relationships — to create the best learning opportunities available to nontraditional adult learners.

VCU LEDstudio is a leader in providing quality higher education using a number of delivery methods, including fully online and hybrid. The unit broadly supports faculty and academic units in their efforts to leverage technology to optimize student learning, and provides strategic leadership in developing, expanding and enhancing VCU’s online learning programs and energizing the assessment and continuous quality improvement of current and new technology-mediated courses and programs.

The Portfolio & Project Administrator provides administrative and project administration support for LEDstudio. Working across LEDstudio teams, the position plays a central role in organizing projects, aligning priorities, and ensuring smooth coordination among instructional design, media, and learning innovation staff. The Portfolio & Project Administrator brings strong organizational skills, sound professional judgment, and the ability to work independently while managing sensitive information with discretion. This role enhances operational efficiency and provides the infrastructure necessary to support LEDstudio's growing portfolio of initiatives.

Key Responsibilities

Special Project Administration and Portfolio Management

• Administer, coordinate, and track multiple projects and initiatives across LEDstudio’s portfolio, ensuring alignment with unit and institutional priorities

• Develop and maintain project timelines, work plans, and priority trackers to support effective planning and execution.

• Monitor progress, milestones, and deliverables across initiatives, ensuring accountability and timely completion

• Identify potential risks, conflicts, or delays and proactively communicate concerns while coordinating across collaborators

• Prepare status updates, summaries, and reports to support leadership awareness and decision-making

• Manage scheduling and coordination for project-related activities across multiple academic and administrative units

• Maintain organized systems to track tasks, deadlines, and deliverables to ensure continuity across a complex portfolio

• Serve as a primary point of contact for project administration, exercising professional judgment to triage requests and facilitate next steps

• Support alignment of day-to-day activities with broader project goals and strategic priorities

Communication and Collaborator Engagement

• Coordinate communications among internal teams, university partners, and external collaborators to support project execution

• Draft, edit, and proofread correspondence, reports, presentations, and project materials to ensure clarity, accuracy, and consistency

• Ensure messaging aligns with institutional standards and is consistent across units and collaborators

• Handle sensitive information with discretion and professionalism.

Manage Meeting Coordination and Documentation

• Coordinate project-related meetings, including scheduling, agenda development, and preparation of presentation, background and briefing materials

• Attend select meetings to document key decisions, action items, and timelines, and ensure appropriate follow-up

• Organize and maintain centralized documentation, including meeting records and project materials, to support continuity and institutional memory 

• Conduct background research and information gathering to support project planning 

Administrative Operations & Compliance

• Coordinate arrangements, itineraries, and logistics related to project and unit activities

• Process administrative transactions in compliance with university policies, grant requirements, and guidelines

• Maintain accurate records and documentation to support operational consistency, reporting, and compliance requirements

Other duties as assigned in response to the unit’s needs.

This position is predominantly telework, but requires on-campus and off-campus presence for programs and events related to the unit or our partners, community events, and meetings, as needed, and when indicated by leadership. The telework nature of this position is subject to change based on university needs and strategic direction.

Minimuim Qualifications

• Undergraduate degree in Business Administration, Communications, Public Administration, Education Leadership, or related field

• Minimum 3-5 years of professional administrative experience in a complex, multi-unit environment (higher education, corporate, or non-profit)

• Exceptional organizational skills and meticulous attention to detail, with a track record of error-free work in high-stakes environments

• Advanced proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and project management tools (SmartSheet or equivalent) and the ability to work within university-required programs and database management tools

• Professional judgment and discretion in handling confidential matters

• Ability to interact professionally and confidently with senior administrators, Deans, Provosts, and external partners

• Excellent interpersonal, communication (verbal and written), and customer service skills required.

• Must have a pleasant, positive, professional attitude, adhere to confidentiality of records and information, and must abide by the VCU Code of Conduct

• Familiarity with project management applications/processes

• Demonstrated ability to organize, prioritize, and handle multiple tasks in a fast-paced environment within deadlines with minimal supervision

• Must be able to work independently and make sound recommendations and decisions to resolve problems and make improvements

• Proven ability to work as a contributing and collegial member of a team, and to communicate proactively within the team environment, with supervisors, and with the leadership team

• Proven time management skills

• 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

• Experience supporting teams in higher education or complex academic environments

• Familiarity with higher education administrative structures, governance processes, and faculty affairs

• Experience coordinating multi-institutional partnerships or collaborative initiatives

• Knowledge of project management methodologies and tools beyond basic task tracking

Salary Range: $60,000-65,000

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.

FLSA Exemption Status: Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: Project Administrator GA2 (19242N)