Operations 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.

Position Summary/Overview:

The Operations Coordinator provides onsite executive level administrative and operational support, serves as the first point of contact for VCU Department of Health & Occupational Safety (HOS), and plays an integral role in achieving the efficient and smooth operation of the office and department. The successful candidate is responsible for making independent, appropriate judgment calls and is proactive in ensuring HOS business processes function efficiently. This position performs complex work in support of a team environment, collaboration with other university offices, and high-quality customer service.

The incumbent will provide exceptional office and administrative support in the following ways:

-Facilitating meetings and events, including the creation of agendas, reserving space, and coordinating availability of participants
-Managing calendars and scheduling in support of HOS leadership 
-Serving as building manager, handling space coordination, and access control
-Submitting and monitoring tickets for facilities related work orders 
-Maintaining and improving the appearance and professionalism of HOS facilities
-Maintaining personnel contact information and updating employee distribution lists 
-Assisting with onboarding of new employees 
-Serving as primary timekeeper 
-Responding to customer inquiries in-person, online, and via telephone 
-Managing incoming and outgoing office mail 
-Preparing departmental correspondence, reports, and presentations 
-Providing basic technical support, including general office equipment, AV support in conference rooms 
-Managing HOS vehicles maintenance schedule   
-Managing website maintenance
-Handling procurement and management of office supplies 
-Providing fiscal support with purchase orders, order receipt confirmation, Pcard orders, and Chrome River travel processes
-Other duties as assigned
Additional Information for Posting/Requisition:

Hybrid or remote work is not available for this position. 

Standard hours are 8:00 AM to 5:00 PM daily, from Monday to Friday.

Minimum Qualifications

-Bachelor’s degree or the equivalent experience 

-Experience completing administrative, logistical, operational, and technical tasks

-Self-motivated and willing to learn new skills 

-Exceptional positive service-oriented customer service skills 

-Demonstrated ability to prioritize work and handle multiple tasks simultaneously

-Proficiency in Microsoft Office Suite, Google Drive, virtual communication platforms

-Excellent verbal/written communication skills 

-Ability to draft, edit, and prepare professional writing (letters, memos, meeting minutes, etc.)

-Proven ability to attend to details and meet deadlines

-Experience in meeting coordination and planning

-Ability to handle sensitive information with the utmost discretion, maintaining confidentiality.

-Demonstrated ability to problem solve, use sound judgment, and work independently with little supervision.

-Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at VCU.

Preferred Qualifications:

-Knowledge of university policies, procedures, and organization
-2-5 years of experience in an administrative support role
-Experience in a complex work environment
-Experience with procurement systems and familiarity with fiscal responsibility