Project Assistant

Title: Project Assistant

Location: VCU Main Campus United States.

Unit: Development MBU

Department: Operations

Hourly Range: $21.00 - $26.00/hour

FLSA Exemption Status: Non-Exempt

Hours per Week: 25-29 hours

Restricted Position: Yes; position extends through December 2026 and requires working hours from 10 a.m. to 4 p.m. or 5 p.m. EST

ORP Eligible: No

Eligible for sponsorship (e.g. H-IB visa status, etc.): No

Flexible Work Arrangement: Yes; position can be fully remote.

Job Description:

Virginia Commonwealth University (VCU) is a public research university unlike any other. We're dedicated to serving the needs of students and patients and our passionate community isn't afraid to tackle difficult challenges others can't or won't. We're home to creativity, teaching, discovery and healing. Our location in the heart of downtown Richmond, Virginia, means the nonstop energy of our city ignites our innovation and provides unlimited opportunities.

Benefits: 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 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.

The mission of VCU's Office of Development and Alumni Relations (DAR) is to maximize philanthropic support by engaging stakeholders with our institution working in partnership with all VCU schools, programs and campuses as one development and alumni relations community and implementing the best practices and efficient strategies to achieve a comprehensive development program.

Position summary

This newly created hourly Project Assistant role provides essential administrative and operational support to VCU's Development and Alumni Relations marketing team, with a primary focus on assisting in project management, cross-team communication and administrative support. This person will work as part of a busy marketing team in the VCU Office of Development and Alumni Relations. This role is ideal for a highly organized, detail-oriented individual who is eager to learn the mechanics of a professional marketing operation and support strategic campus initiatives. This person will help translate marketing and communications needs into project briefs and must have the ability to multitask during strategic meetings. The project assistant reports to the senior director, DAR Marketing, and will interact with internal DAR partners and colleagues throughout VCU.

Key responsibilities

1. Project coordination and administrative support

• Project documentation:

• Create and maintain project brief templates and essential project documentation for all new initiatives.

• Serve as a "second set of eyes" on completed project briefs, checking for consistency and completeness before submission to the Strategic Marketing and Engagement Strategy Team.

• Scheduling and communication:

• Coordinate and schedule follow-up meetings with internal and external partners and stakeholders.

• Assist in calendar management by helping check proposed project send/launch dates against existing project timelines to prevent scheduling conflicts.

• Meeting assistance:

• Provide support during key meetings, such as taking notes, tracking action items or managing meeting logistics.

2. Data maintenance

• Execute routine data entry and conduct cleanup efforts within project management and/or CRM systems.

• Proactively review existing plans to identify areas where information is missing or incomplete, alerting the team to gaps.

• Organize and maintain Google Folders.

3. Other duties as assigned

Required qualifications

• B.S. in marketing or related field, or equivalent work experience

• One year or more of experience in a related administrative position

• Exceptional organizational skills and meticulous attention to detail

• Demonstrated ability to manage multiple small tasks and meet deadlines reliably

• Strong verbal and written communication skills

• Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace)

• Ability to handle sensitive information with professionalism and discretion

• Experience using project management tools, especially Smartsheet

• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU

Preferred qualifications

• Strong interest in process documentation development.

• Experience with marketing principles.

• Experience in an academic medical center, healthcare, or higher education (Research I) setting or similar complex environments.

• Familiarity with development & alumni relations.