Administrative Coordinator - 502575
University of Richmond

Job Info

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SUMMARY:

This position provides administrative support for University Facilities. Primary responsibilities are in support of the Directors and designated managers in the Facilities office, with particular emphasis on scheduling routine and urgent meetings both in advance and for emergencies. This position offers support to the effective operation of the reception desk and work control system, and organizes/coordinates departmental activities and meetings. The Administrative Coordinator works as an active part of the Facilities staff to improve the workflow of the office.

RESPONSIBILITIES:

General Administrative Support

• Manages the calendars of the University Architect, Executive Director of Facilities Operations, Director of Finance and Administration, and several other Facilities managers.
• Schedules, reserves spaces, and attends routine departmental meetings; creates agendas, takes minutes and distributes to staff.
• Maintains Facilities' travel purchasing card, including allocation of charges as well as completing and submitting statement paperwork.
• Provides support to keep the Facilities departmental website up to date. Contributes to website content.
• Maintains the Facilities Box folder and departmental documents such as: phone lists, radio lists, organizational charts, on-call schedules, Facilities department forms, safety/emergency information, etc.
• Coordinates schedules for project meetings with campus partners and external consultants.
• Run and analyze reports on custodial and landscape departmental work order data.

Professional Development Support

• Coordinates with Facilities Directors to document and maintain training plan for 200+ employees; monitors training and travel budgets as appropriate.
• Supports Associate Director of Facilities Communications & Professional Development with the planning and execution of employee recognition events.
• Maintains mandated OSHA training requirements records by position type.
• Maintains documentation for all Facilities memberships, registrations and professional licenses.
• Books all travel, training, and conference registrations for the department.

Facilities Work Control Support

• Provides coverage support to the Facilities front desk and work control staff by answering phones, creating work orders, and cross training with other support staff functions.
• Responsible for ensuring the security of the Facilities main office when closed.
• Greets and directs visitors in the office and via phone.

QUALIFICATIONS:

• Computer literacy, including word processing, spreadsheet, email/calendar software, and web-based applications, is required; general knowledge of or experience with Microsoft Office, Banner/BannerWeb, and work order systems is desired; ability to master University-specific programs for event management and logistics.
• Strong interpersonal and communication (verbal and written) skills are required.
• Strong organizational, prioritization, time management skills are required and must be able to work independently with minimal supervision.
• Requires a valid Virginia driver's license in good standing with DMV and record meets standards of the University's insurance carrier.

EDUCATION & EXPERIENCE:

• High School diploma or equivalent is required. Associate's Degree is preferred; bachelor's degree desired.
• Requires five or more years of experience in the administrative support field; preferred experience working at an institution of higher education.
• Requires experience working with people in a customer service environment.

WORK HOURS:

• Full-time, non-exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 8 hrs./day; 40 hrs./week

SALARY STRUCTURE:

Pay Grade 4 (Hiring Range $18.18 to $22.72 per hour)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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