Senior Operations Coordinator for Business Affairs

2 weeks ago

Richmond, Virginia, United States Virginia Commonwealth University Full time
Senior Operations Coordinator for Business Affairs

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, generous tuition assistance, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, wellness resources, and numerous opportunities for professional growth and advancement.

Job Overview

Virginia Commonwealth University is seeking a Senior Operations Coordinator to enhance operational processes, improve organizational efficiency, foster partnerships, and contribute across vital operational domains.

The successful candidate will be adept at managing multiple intricate tasks with minimal oversight, focusing on key administrative and procurement functions for both Capital and Non-Capital Construction initiatives. They will exhibit strong independent problem-solving skills, sound judgment, and creativity. This role encompasses managing administrative functions, including finance, procurement, and reporting, to ensure efficient operations and adherence to compliance standards. The Senior Operations Coordinator will collaborate closely with project managers to guarantee financial accuracy and facilitate project success. Exceptional organizational capabilities, effective time management, and the ability to prioritize tasks, review documentation, and meet stringent deadlines are crucial for success. This position will also involve training on the duties and responsibilities of the Business Operations Administrator to provide support as needed.

Key Responsibilities:

Administrative Support
  • Draft and edit correspondence, documents, and reports, ensuring high standards of grammar and presentation.
  • Maintain and audit procurement documentation.
  • Assist Project Managers with project management software.
  • Stay informed on procurement processes and documentation.
  • Serve as backup receptionist when necessary.
Compliance Support for Operational Processes
  • Edit, update, and create policy/procedure documents through detailed research and collaboration.
  • Design and ensure timely updates of forms, guides, and checklists.
  • Report discrepancies to the Administrator.
Project Support
  • Verify financial transactions against invoices and contracts to prevent budget overruns.
  • Create project and work orders in the relevant systems.
  • Verify billing for assigned work orders.
  • Assist Project Managers with electronic filing.
  • Manage term contracts, ensuring completeness and accuracy, and track contract expirations.
Capital Outlay and Non-Capital Procurement
  • Collaborate with project managers to prepare and process solicitation documentation for services.
  • Execute various contracts for services, including advertising and bidding.
  • Prepare requisitions for purchase order approval, adhering to State and University guidelines.
Change Orders
  • Process contract change orders and related documentation, ensuring compliance with regulations.
  • Audit change order materials for accuracy and budget availability.
Invoice Processing
  • Coordinate with Accounts Payable for timely processing of invoices and payment requests.
  • Assist project managers in reconciling invoices for billing accuracy.
  • Process payments using applicable accounting software.
Qualifications:

Minimum Requirements:
  • Clear oral and written communication skills, including excellent typing and grammar.
  • Strong critical thinking, time management, and attention to detail.
  • Thorough knowledge of computing technology and database management.
  • Proficient in Microsoft Office and adaptable to new technologies.
  • Ability to work independently and collaboratively in a complex environment.
  • Exceptional customer service skills.
  • High School Diploma or equivalent.
  • Valid Driver's License.
  • Certifications required within specified timeframes.
  • Commitment to fostering a diverse environment.
Preferred Qualifications:
  • Experience in procurement and basic accounting.
  • Knowledge of VCU and State Procurement Guidelines.
  • Experience with relevant software applications.
Physical and Cognitive Requirements:

Physical Demands:
Light lifting, moderate lifting, standing, sitting, and walking are essential activities.

Environmental Conditions:
No extreme environmental conditions.

Emotional Demands:
Ability to manage a fast-paced environment with multiple stimuli and intense customer interactions.

Mental/Sensory Demands:
Essential skills include memory, reasoning, hearing, reading, analyzing, and both verbal and written communication.

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