Business Operations Coordinator

Business Operations Coordinator

Benefits of working at VCU

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, 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. Learn more about VCU’s benefits here .

Job Code 17135
Recruitment Pool All Applicants
Posting Number req6720
Unit FM Construction MBU
Department FM Construction, Facilities Management
Department Website Link https://fmd.vcu.edu/
Location VCU
Address 907 Floyd Ave, Richmond, VA 23284 USA
Duties & Responsibilities

Summary

VCU’s Facilities Management Department is seeking to hire a Business Operations Coordinator for FM Construction .

The Business Operations Coordinator role has an administrative focus to streamline processes, boost organizational effectiveness, build partnerships, and support key operational functions. This role primarily serves VCU’s Planning & Design and Construction Management groups within Facilities Management.

This position fosters a can-do work environment, is skilled at managing complex tasks independently to support key administrative and procurement functions for non-Capital planning & design and construction projects. Exceptional organizational skills, effective time management, prioritization skills, document review, and ability to produce within tight deadlines are all critical for this position.

This position will work with project managers, directors, and other groups to effectively process non-capital architectural, engineering, construction, and related: contracts, purchase orders, change orders, and other related duties. These duties require this position to effectively utilize several management software programs to complete tasks and ensure regulatory compliance.
With the support of the organization, this position will be expected to gain the knowledge and certifications to act as a bid officer for non-capital projects. Additionally, cross training on the Sr. Business Operations Administrator’s and Business Support duties will be provided to offer support as required.

Responsibilities include (but are not limited to):

Administrative Support

• Independently review and prepare documents, including but not limited to contracts, notices, purchase orders, change orders, and reports
  
• Ensure proper grammar and punctuation on all work product
  
• Review work product to ensure compliance with all University and State regulatory requirements
  
• Review work processes and workflow to communicate any non-compliance and/or opportunity to build efficiency
  
• Cross train with Business Operations Support and Sr. Business Operations Coordinator to act as backup when required
  
• Keep Business Operations Administrator informed of all issues as they arise

Project Support

• Assist Project Managers with timely processing of contracts, purchase order, change order, invoicing, and related issues
  
• Assist Project Managers and other units with troubleshooting discrepancies in budgets, commitments, and actual payments
  
• Review proposals, invoices, payment applications, and other documents to ensure required documentation is accurate and complete
  
• Term Contracts (A/E and Contractor)
  
• Enter & track term contract work orders; maintain records for budgets and cumulative totals
  
• Ensure project expenditures and financial transactions are processed accurately and with proper documentation
  
• Keep Business Operations Administrator informed of all issues as they arise

Audit and Reporting

• Proactively monitors documentation and systems to ensure they are maintained as required for projects
  
• Coordinates with Business Operations Administrator to provide various reports as requested to assistant directors, directors, and senior leadership
  
• Maintains supportive attitude with all duties and other duties as assigned

Qualifications

Minimum Hiring Standards

• Strong oral and written communication skills; including accurate typing, grammar, and spelling, to support daily tasks such as emails, reports, and spreadsheets
  
• Excellent critical thinking skills, time management skills, and attention to detail, with the ability to manage competing tasks and priorities
  
• Proficiency with basic computing technology and PC-based database management programs (Microsoft Office, email,etc).
  
• Ability to work both independently and collaboratively within a complex organization.
  
• Ability to provide exceptional customer service to internal and external clients in a professional manner
  
• High School Diploma, GED, or equivalent required
  
• Valid Virginia Driver’s License or reliable transportation required
  
• VCA certification required within one year of hire
  
• VCCO certification required within two years of hire
• 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 Hiring Standards

• Experience in public procurement and basic accounting, including financial data reconciliation
  
• Familiarity with VCU and State Procurement Guidelines
  
• Proficiency with Google Workspace, eBuilder (Trimble), RealSource, and Banner
  
• VCA certification preferred
  
• VCCO certification preferred

Required Licensure/Certifications

• VCA certification required within one year of hire
  
• VCCO certification required within two years of hire

Physical and Cognitive Requirements

Physical Demands and Activities

Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking: Essential
Climbing: Marginal
Reaching: Essential
Bending: Essential

Environmental Conditions

Extreme heat/cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal

Emotional Demands

Fast pace: Essential
Average Pace: Marginal
Multiple Stimuli: Essential
Intense Customer Interaction: Marginal
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 Day/Hours: Monday-Friday, 8am-5pm

ORP Eligible: No

VCU Slotting: Sr Coordinator FM 2 (17135)

Closing on or before: January 25, 2025

FLSA University Employee
Job FTE 1
Exemption Status Non-Exempt
Restricted Position No
E-Class UF - University Employee FT
Job Category University Employee
ORP Eligible No
Salary Range $50,000 - $55,000
Compensation Type Salaried
Target Hire Date 2/10/2025
Contact Information for Candidates

Documents Needed to Apply Resume