Administrative Coordinator

req7267

Richmond, Virginia, United States, 23284

Virginia Commonwealth University

Position Summary:

Reporting to the Associate Vice President of Special Programs, the Summer Studies and Special Programs Administrative Coordinator provides administrative support to the Office of Special Programs. . In addition, the Administrative Coordinator serves as the program coordinator for Summer Studies and Winter Sessions in the Division of Strategic Enrollment Management and Student Success.

Core Responsibilities:

Summer Studies and Winter Session Program Coordination (40%):

Serve as the primary point of contact for all Summer Studies and Winter Session inquiries including monitoring the email inbox and responding promptly to emails.
In collaboration with VCU schools, colleges, and departments, design, implement, and distribute Summer Studies and Winter Session course scheduling packages to support student progression to graduation. Coordinate the scheduling of courses that are “off-block” requests.
In collaboration with SEMSS Communications, develop and distribute communications and marketing materials to new and returning students and maintain the website.
Attend meetings such as the Enrollment Operations Committee as the representative for Summer Studies and Winter Session.

Office Management and Administrative Support (40%):

Manage the day-to-day operations of the Summer Studies and Special Programs unit office ensuring continual office presence by receiving and responding timely to in-person visitors, phone and email inquiries.
Serve as a first point of contact to students, faculty, staff, and other visitors and respond to their inquiries appropriately utilizing high-quality customer service skills. Maintain an organized and safe front reception area and supply storage.
Recruit, select, train, and supervise student employees following SEMSS HR guidelines to support the needs of the office.
In coordination with SEMSS Finance, manage fiscal administration for the office including purchasing card and RealSource purchases up to $10,000, POs, and vendor contracts that comply with State and University policies and procedures. Communicate directly with vendors to ensure timely transactions and both payment and fulfillment of invoices.
Coordinate logistical components such as room reservations, orders, catering, and registration processes for office meetings and events.
Serve as the Building Manager for the 2nd floor of Hibbs Hall and fixed asset custodian for the unit.
Maintain responsibility for sending, receiving, and distributing supplies and mailings for the Office.
Manage various calendars to allow time for priority meetings, work time, and other commitments including confirming appointments and meetings in a timely manner. Send reminders to meeting participants and support the preparation of meeting materials as necessary.
Manage travel arrangements including authorizations and reimbursements in a timely and efficient manner.
May attend senior level management meetings to provide meeting minutes and document meeting outcomes and action items.

Special Programs Support and Other Duties (15%):

Provide support to special programs as assigned.
Perform other duties as assigned including supporting special projects.

Other Duties As Assigned (5%):

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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Categories 0afdfde2

Employment Type f9ce7db4

Locations 0a630c45

Agency a9eed441

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Administrative Coordinator