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Department: FMD Administration

Duties & Responsibilities:

The Administrative Coordinator plays a key role in supporting the Associate Vice President for Facilities Management by overseeing daily front office operations and maintaining a welcoming, professional, and service-oriented environment. The position serves as the primary point of contact for students, faculty, staff, visitors, and external customers, providing exceptional customer service and ensuring that inquiries and requests are addressed promptly and professionally.

Responsibilities include managing the reception area, coordinating office logistics, scheduling and maintaining conference rooms and other office resources, and supporting the department's internal administrative operations. The Administrative Coordinator may supervise student workers and serves as a building manager, coordinating and monitoring maintenance, operational, and facility-related needs to ensure they are addressed efficiently.

This position also provides support with fiscal processes, project management and coordination, research, report preparation, communications, and other administrative functions as assigned. The Administrative Coordinator must be highly organized, detail-oriented, adaptable, and able to prioritize and manage multiple responsibilities in a dynamic environment while working independently and collaboratively. This position requires strong communication, problem-solving, customer service, and organizational skills, as well as the ability to anticipate needs, respond effectively to changing priorities, and contribute to continuous improvement of departmental operations. Additional duties and responsibilities may be assigned, including providing assistance during unexpected situations, emergencies, or periods of increased workload. This role is to be performed on site, in person.

Core Responsibilities include (but are not limited to):

Administrative Support/Building Manager

• Plan and coordinate meetings and events, handling scheduling, logistics, and all related preparations as requested for the support staff working in AVP for FM Office
• Ensure smooth office operations by greeting visitors, managing office supplies, organizing files, and performing general administrative duties
• Receive and redistribute the mail for proper filing
• Oversee parking areas managed by the AVP’s Office, ensuring proper usage and upkeep
• Set up conference rooms for meetings, ensuring all necessary equipment and materials are in place
• Maintain and update procedures related to the position, so that in unexpected absences, other administrative staff may step in and seamlessly perform the duties at the front desk
• Anticipate the needs of others, ensuring a seamless and positive experience for everyone interacting with the office

Fiscal Responsibility

• Monitor and reconciles monthly credit card purchases for the office of FM Administration, Financial Services, and Space Management
• Place office supply, catering, registration purchase orders in Real Source for the three units or as needed
• Responsible to order all the computer and software equipment for the entire department once approved by the Director of Staff Operations
• Receives and monitors payment are made in Real Source

Project Management and Coordination

• Perform Record retention duties involve ensuring that records are kept for the appropriate amount of time, protected, and disposed of correctly, in compliance with the Library of Virginia records management policy and VCU Policy
• Assume responsibility for projects and are within the Scope of the primary role of the Admin Coordinator and work side by side with the Dir of Staff Operation on Computers/Laptop Inventory for the entire Department
• Ensure Surplus is done in accordance with State and university policies

Building Manager

• Complete work orders promptly and efficiently to ensure smooth building operations
• Schedule maintenance activities in coordination with planned office events and in collaboration with the Zones or Support Shop to minimize disruptions
• Communicate facilities updates and relevant information from the MPC campus coordinator
• Coordinate maintenance tasks with safety requirements, ensuring compliance with safety protocols and  addressing operational needs

Additional Duties

• Performs additional duties and responsibilities as assigned and provides assistance during unexpected situations, emergencies, or periods of increased workload as needed to support departmental operations

Qualifications:

Minimum Qualifications

• Demonstrated ability to handle confidential and sensitive information appropriately and with discretion
• Ability to exercise strong attention to detail in a fast-paced environment
• Ability to set/meet deadlines, organize workload and juggle changing priorities
• Strong team mentality while being able to work independently as needed
• General understanding of operation and troubleshooting of office equipment (copier, scanner, printer, fax machine), or willingness to learn to do so
• Ability to learn and efficiently utilize specialized business software related to purchasing and billing
• Working knowledge of Microsoft Office Suite (includes Word, Excel, PowerPoint) and ability to learn new computer software
• 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

• Associate’s or Bachelor’s degree preferred
• Experience working in an executive office
• Experience in a higher education/academic setting
• Knowledge of university policies, procedures, and organizational structures

Salary Range: $50,000 - $55,000

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: Non-Exempt

Work Days/Hours: Monday-Friday, from 8:00am-5:00pm (negotiable to equal 8 hrs/day)

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 19032N - Administrative Coordinator GA 2