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Job Summary

Medicines for All Institute (M4ALL), a part of Virginia Commonwealth University, is an entrepreneurial, impact-oriented institute dedicated to improving access to lifesaving medicines. We achieve this through synthetic process innovation and advanced technology deployment to reduce costs, improve quality, in small molecule drug substance manufacturing. Our work supports treatments for diseases such as TB, malaria, HIV, oncology, metabolic diseases, CNS, and immunology.

The Office Coordinator will provide day‑to‑day office management, IT coordination, and onsite event support for the M4ALL team. This role serves as the primary liaison between M4ALL and VCU’s central IT units, while also supporting operational needs that ensure a well‑functioning, welcoming, and efficient office environment. The position manages IT assets, supports onboarding and offboarding, coordinates onsite meetings and events, and provides general administrative and logistical support to enhance the overall employee and visitor experience.

The ideal candidate will be comfortable organizing and coordinating a wide range of requests, ensuring they are routed, tracked, and resolved efficiently, while also supporting office operations and onsite events. This role requires strong customer service skills, attention to detail, comfort with new technologies, and the ability to anticipate and address needs in a fast‑paced, mission‑driven environment.

Primary Responsibilities

Office Coordination

• Oversee daily office operations and workflow through supporting a wide range of administrative tasks.
• Serve as a central point of contact for general office needs, ensuring a well‑organized, functional, and welcoming workspace.
• Support various office requests (e.g. conference rooms) and serve as travel coordinator backup.
• Maintain office supplies, shared spaces, and equipment; coordinate replenishment, repairs, and vendor interactions as needed.
• Coordinate employee recognition efforts, including ordering e‑cards, flowers, or gifts for milestones or special occasions.
• Maintain a clean, organized, and visitor‑ready office environment.

IT Coordination & Asset Management

• Maintain an up‑to‑date inventory of hardware, software licenses, and IT assets, including laptops, monitors, printers, and peripherals.
• Track asset assignments and update records when equipment is issued, reassigned, or returned.
• Ensure all IT assets are properly tagged and compliant with university security and licensing standards.
• Coordinate procurement by gathering needs, obtaining quotes, evaluating options, and submitting purchase requests for hardware, software, and accessories.
• Maintain vendor documentation, warranties, and purchase records.
• Coordinate with appropriate VCU offices for device setup, software installation, system updates, and laboratory IT needs.
• Serve as the first point of contact for internal IT questions and route/triage requests to VCU TS or appropriate partners.
• Coordinate with university IT partners to ensure devices and software meet security and operational standards.
• Maintain inventories of software subscriptions and manage Google Drive permissions.
• Maintain data privacy and compliance with applicable regulations.
• Develop and maintain user documentation, FAQs, and training materials for IT systems and processes.

Onboarding & Offboarding Support

• Coordinate all IT‑related aspects of onboarding for new team members.
• Confirm required platforms, software, and access permissions with hiring managers and communicate needs to VCU IT partners.
• Ensure accounts, permissions, and equipment are prepared in advance of the employee’s start date.
• Coordinate workstation setup, IT supplies, and any additional equipment needs, including shipping for remote employees.
• Provide a brief IT orientation covering system access, tools, best practices, and available support resources.
• Retrieve equipment and accessories during offboarding and ensure workspaces are cleared and ready for reassignment.
• Log returned assets, perform basic inspection/erase procedures, and update inventory records.
• Remove departing employees’ access from M4ALL and university platforms, software, and accounts.

Event & Meeting Support

• Coordinate logistics for onsite meetings, workshops, training, and external partner visits/tours to include coordinating calendars, travel arrangements, and itineraries.
• Order food, beverages, supplies, and event materials; arrange delivery or pickup as needed.
• Set up and break down event spaces, including room layout, signage, materials, and refreshments.
• Serve as the onsite point of contact during events, ensuring smooth execution and addressing real‑time needs.
• Provide basic IT and A/V support in conference rooms, including video conferencing setup.

Qualifications:

Required Qualifications
This position requires a resourceful, energetic team member who can juggle multiple tasks, support colleagues with care, and ensure day‑to‑day operations run efficiently. The role is highly service‑oriented and involves helping others with a wide range of requests as they arise.

• Strong organizational and coordination skills with the ability to manage multiple tasks, requests, and priorities.
• Demonstrated customer service orientation and the ability to communicate clearly, professionally, and patiently with colleagues at all levels.
• Comfort learning new technologies, systems, and tools; ability to follow technical guidance and translate needs between end users and IT partners.
• High attention to detail, accuracy in documentation, and commitment to maintaining secure and compliant information practices.
• Familiarity with common workplace technologies and operating systems (Windows, macOS), conference room A/V configuration, basic network troubleshooting, and standard productivity software.
• Experience supporting general office operations, facilities needs, or administrative workflows.
• Strong interpersonal skills and a welcoming, service‑oriented approach to supporting staff and visitors.
• Experience coordinating logistics for meetings, workshops, or small events, including ordering food, preparing spaces, and supporting onsite needs.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Reliability and punctuality, especially for onsite events or time‑sensitive coordination tasks.
• 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.
• Experience responsibly managing purchases or financial transactions, including adherence to organizational purchasing policies and procedures.
• Capacity to exercise good judgment in responding to unexpected needs or requests that extend beyond defined responsibilities, while maintaining professionalism and service orientation.

Preferred Qualifications

• Experience providing technology-enabled operational support (conference room setup, event readiness, hybrid meeting facilitation, or IT-related office coordination) is highly desirable.
• Familiarity with inventory tools, asset tagging, and basic IT lifecycle processes.
• Experience in IT support, asset management, or procurement in an organizational environment.

Salary Range: Up to a maximum of $55,000 annually

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

Hours per Week: 40 hours per week with the ability to adjust work hours on occasion to support after‑hours events or time‑sensitive onsite needs

Restricted Position: Yes, continued employment is contingent upon funding

ORP Eligible: No

University Job Title: 19281 - Office Manager, Base

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

Contact Information: m4all@vcu.edu