Operations Support Specialist

2 weeks ago

Richmond, Virginia, United States Virginia Commonwealth University Full time
Operations Support Specialist

Benefits of Joining Virginia Commonwealth University

As a full-time staff member at VCU, you will have access to a comprehensive benefits package that includes: extensive health coverage, upfront paid annual and holiday leave, a generous tuition assistance program, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, wellness resources, and numerous opportunities for professional growth and advancement. Discover more about VCU's benefits.

Job Overview

Virginia Commonwealth University's Facilities Management is in search of a proactive and enthusiastic individual for the Operations Support Specialist role. The successful candidate will demonstrate a readiness to acquire new skills and adapt swiftly to evolving requirements. This position functions as the office coordinator and provides essential support to the business operations team in daily tasks, which include, but are not limited to: reception duties, management of equipment and supplies, meeting coordination, vehicle oversight, travel assistance, procurement, invoice verification, and conducting operational compliance assessments.

The Operations Support Specialist role requires both independent and collaborative efforts to efficiently complete assigned tasks, utilizing various software tools extensively. Proficiency in MS Word, MS Excel, MS PowerPoint, and the ability to prepare correspondence, spreadsheets, briefings, and reports are crucial for supporting daily operations. The ideal candidate will excel in managing multiple complex tasks with minimal supervision and effectively communicate information to relevant staff.

Key Responsibilities
  • Perform general reception duties as assigned; welcome and direct visitors to the division.
  • Collaborate with internal team members to address resource needs.
  • Manage the schedule for the Director of Planning and Design.
  • Assist with scheduling conference rooms and resources.
  • Ensure that the Planning & Design and Construction Management offices maintain a professional appearance.
  • Type, edit, and proofread correspondence and reports, preparing them independently as necessary.
  • Coordinate travel arrangements and reimbursement requests as needed.
  • Support the Administrator in collecting SWaM data, ensuring accuracy, and reporting information to Procurement for State reporting.
  • Act as a backup for setting up work order and project order requests for various projects; close work requests upon project completion.
  • Oversee the Project Inspection Daily Report process in accordance with Construction Management guidelines.
  • Prepare project requisitions for purchase orders and process invoices.
  • Facilitate the badging process for affiliates.
  • Undertake other supportive tasks as required.

Qualifications

Minimum Requirements
  • Ability to manage multiple complex tasks with minimal supervision.
  • Ability to accurately convey information to the appropriate staff.
  • Ability to perform job duties courteously and professionally, demonstrating superior customer service skills.
  • High school diploma or equivalent.
  • Excellent verbal and written communication skills.
  • Valid Driver's License.
  • Experience in fostering a diverse environment or a commitment to do so as a staff member at VCU.

Preferred Qualifications
  • Experience in a professional office setting.
  • Strong typing, grammar, and spelling skills.
  • Familiarity with VCU and State Procurement Guidelines.
  • Knowledge and experience with Windows Office programs.
  • Ability to handle multiple tasks effectively.
  • Highly organized, detail-oriented, and customer service-focused.
  • Proactive approach to responsibilities.
  • Maintain professionalism at all times.

Licensure/Certification
  • Valid Driver's License.

Physical and Cognitive Requirements

Physical Demands
  • Light Lifting (50 lbs): Marginal
  • Pushing/Pulling: Marginal
  • Standing: Essential
  • Sitting: Essential
  • Repetitive Motion: Marginal
  • Walking: Essential
  • Climbing: Marginal
  • Reaching: Marginal
  • Bending: Marginal

Environmental Conditions
  • Extreme Heat/Cold: N/A
  • Extreme Noise: N/A
  • Vibrations: N/A
  • Fumes: N/A
  • Mists/gases: N/A

Emotional Demands
  • Fast pace: Essential
  • Average Pace: Essential
  • Multiple Stimuli: Essential
  • Intense Customer Interaction: Essential
  • Frequent Change: Essential

Mental/Sensory Demands
  • Memory: Essential
  • Reasoning: Essential
  • Hearing: Essential
  • Reading: Essential
  • Analyzing: Essential
  • Logic: Essential
  • Verbal Communication: Essential
  • Written Communication: Essential

Work Schedule
Monday-Friday, 8:00am-5:00pm

FLSA Status
University Employee

Job Category
University Employee

Salary Range
$40,000 - $50,000

Compensation Type
Salaried

Documents Needed to Apply
Resume

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