Administrative Coordinator - Office of the President

The Office of the President has an exciting opportunity for an Administrative Coordinator.

The Opportunity

The Administrative Coordinator plays a key role in supporting the Office of the President by overseeing daily front office operations and ensuring a welcoming, professional atmosphere. This position is responsible for delivering exceptional customer service and acts as the primary point of contact for students, faculty, staff, and visitors to the office.

Key responsibilities include managing the reception area, coordinating office logistics, and supporting internal operations such as scheduling and maintaining conference rooms and other office resources. The Administrative Coordinator also manages the student workers and serves as the building manager, ensuring maintenance and operational needs are addressed promptly and efficiently.

Additionally, this role provides assistance with fiscal processes, project management and coordination, and other administrative tasks as assigned. The ideal candidate will be highly organized, service-oriented, and able to manage multiple responsibilities in a dynamic environment.

Administrative Support

Serve as the main point of contact for the President’s Office, facilitating effective
communication and coordination with staff, visitors, and external contacts.
Plan and coordinate meetings and events, handling scheduling, logistics, and all
related preparations as requested for the support staff working in the President’s
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 President’s Office, ensuring proper
usage and upkeep.
Set up conference rooms for meetings, ensuring all necessary equipment and
materials are in place.
Manage and oversee work schedule of student workers.
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.

Building Management

Complete work orders promptly and efficiently to ensure smooth building
operations.
Schedule maintenance activities in coordination with planned office events and
in collaboration with Facilities Management to minimize disruptions.
Communicate facilities updates and relevant information from the MPC campus
coordinator.
Coordinate with facilities for bi-annual commencement regalia pick-up and drop-
off, keep semesterly inventory of regalia.
Coordinate maintenance tasks with safety requirements, ensuring compliance
with safety protocols and addressing operational needs.

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 processes to
include identifying the types of records, determining retention periods, and
establishing storage and disposal methods.
Assume responsibility for projects that are within the scope of the primary role of
the Administrative Coordinator and align with the mission of the office and
university.

Fiscal Administrative Support

Provide financial support by processing invoices, journal vouchers, ordering
supplies, tracking membership payments and manage P-card purchases as a P-
card holder.

Other Duties As Assigned:

Perform other duties as assigned by manager to meet business needs.