Position Summary:

Reporting to the Assistant Director of Orientation and Transition Programs (OTP) in the Division of Strategic Enrollment Management and Student Success (SEMSS), the Operations Coordinator for will provide administrative, fiscal, and operational support for the office including planning and logistical support for orientation events.

Core Responsibilities:

o Office Management (50%): Manage the day-to-day operations of the office to ensure that it is run efficiently and effectively. This position also provides administrative and fiscal support to the Office of Adult and Non-traditional students.

• Coordinate the logistical components such as room reservations, orders, and catering; registration processes; and daily operations for orientation, transition events, Summer Send Offs, and other key departmental and divisional events and initiatives.
• Manage fiscal administration for the office including p-card and RealSource purchases up to $10,000, POs, and vendor contracts for all catering and other orders. This position will also manage the purchasing for the Altria and Adult Learners programs within the Summer Studies and Special Programs unit.
• Oversee inventory management including serving as the Fixed Asset Custodian and surplusing items.
• Serve as the floor manager and representative for OTP and Adult Learners for facilities and building-related matters, including facilities request processing and building manager meetings for Grace Street Center offices.
• Assist in the management of the online orientation registration system and ensure staff is fully trained on utilizing the system.
• Provide administrative and on-site support for events, specifically managing the preparation and check-in processes and providing registration assistance and support.
  

o Student Employee Coordination (25%): Coordinate Orientation Leader and other student employee recruitment, hiring, training, scheduling, work direction, and timekeeping processes.

• Supervise student operations coordinator and student workers (including hourly and work-study positions).

o Customer Experience and Communications (25%):

• Serve as a first point of contact to students, staff, and other customers and forward the inquiries appropriately utilizing high-quality customer service skills.
• Regularly edit and update the content for the Online Orientation and collaborate with campus partners to ensure all content is current.
• Support the updating and regular editing of departmental communications and resources such as departmental emails and phone calls, print publications, and the OTP website in collaboration with the SEMSS Communications team.
  

Minimum Hiring Standards:

o Bachelor’s degree or equivalent combination of education, training, and experience.
o One year of experience within a university setting working in an administrative capacity or event planning role.
o Excellent verbal and written communication skills, high level organizational and time management skills, data and information management skills.
o Proficient in Google Suite programs including gmail, google calendar, google drive, google forms, etc.
o Ability to use the web for access to resources.
o Superior customer service skills with ability to create and maintain positive relationships with internal and external partners.
o 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:

o More than one year of experience within a university setting working in an administrative capacity or event planning.
o Previous experience working with student leadership programs, orientation, transition of new student initiatives, or similar programs.
o Previous experience working with CRM or event management software.
o VCU employment experience in a student leadership or administrative role.

Other Position Details: Position is restricted based on availability of New Student Transition Fee revenue amounts. Position is expected to work evenings and weekends, as needed, to support Orientation and Transition Programs, enrollment events, student trainings and more.

Position Number: 595050

Position Title: Operations Coordinator

Department: 1272 NSFO

Role Code: 19011 Administrative Assistant GA 1

Position Type: Non-exempt

Salary: $36,000

ORP Eligible?: No

Open Date: 4/20/2023

Close Date: 4/30/2023