Operations Coordinator - 501295

SUMMARY:

Provides administrative oversight, guidance, and support to the Health & Well-being Unit and the Associate Vice President – Health & Well-being. This position works independently on multiple high-priority assignments and projects, maintains records for easy access, manages office communications, and disseminates and solicits information from staff and students. Provides event and operations support for Unit meetings, programs, and events. Coordinates Unit hiring and employment record keeping procedures, including payroll. Assists in resolution of employment situations by coordinating with various offices such as Student Employment and Human Resources. Serves as the Contract Manager for Health & Well-being, entering contracts into the University contract management system and routing for approval.

RESPONSIBILITIES:

Operations

• Provides administrative support to the Associate Vice President - Health & Well-being and the HWB Leadership Team for Unit meetings, programs, and events. Assists in the planning of meetings and socials by arranging for space, food, set-ups, and other related logistics. Takes notes and compiles documents and reports as needed.
• Assists with developing and maintaining Unit administrative systems including, but not limited to distribution lists, annual reports, employment reports, and assessment reports. Maintain Unit systems, including employee scheduling software and reports.
• Serves as the Contract Manager for Health & Well-being by entering contracts into the University contract management system and routing for approval.
• Compiles employee information and purchases employee items including staff uniforms, nametags, business cards and general office supplies. Coordinates recognition of employees by purchasing and distributing approved gifts and related items and communicating to the HWB Unit as directed by the AVP HWB.
• Hires, schedules, trains, supervises, and evaluates 1-2 student employees to assist with employment and Unit administrative responsibilities.
• Advocates for awareness and understanding of the importance of diversity and inclusion as it relates to all people in Health & Well-being facilities, programs, and communications. Performs all duties under a commitment to work effectively with students, faculty, and staff from diverse backgrounds. Advocates for the educational and cultural benefits of providing diversity and inclusion in Health & Well-being.

Employment

• Develops Unit guidelines and processes for recruiting, hiring, onboarding, record keeping, and payroll. Trains supervisors to ensure compliance with University and Unit regulations. Assists hiring managers with searches by scheduling people and spaces and providing Zoom links, print materials and refreshments as needed.
• Collaborates with HWB Unit staff to develop and maintain employment processes in compliance with University and departmental regulations, including preparing and distributing all employment/volunteer agreements and communicating with prospective and current HWB employees and volunteers.
• Assists hiring managers to complete hiring for all Unit employees. Maintains accurate employment records and files for the Unit. Monitors compliance with training and certification requirements for all Health and Well-Being employees. Prepares and distributes compliance notices to all employees and supervisors to indicate compliance status and assist in resolving issues.
• Assists Operations Manager in resolution of employment situations by coordinating with various offices such as Student Employment and Human Resources. Develops payroll reports and resolves payroll discrepancies by communicating with UR Payroll department and Unit staff.

QUALIFICATIONS:

• Strong organizational skills with exceptional attention to detail and accuracy
• Superior oral and written communication skills
• Strong interpersonal skills to interact successfully with various constituents
• Ability to handle sensitive and confidential information
• Ability to multi-task and shift priorities throughout the day
• Ability to read, interpret and apply policies and procedures
• Proficiency in Microsoft Windows, Word, Excel, Outlook, typing, and ability to learn specialized software
• General knowledge of employee hiring and record keeping systems
• General knowledge of accounting/budgets
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at University of Richmond

EDUCATION & EXPERIENCE:

• High school diploma or GED required; Bachelor’s degree preferred
• 2-3 years of employment experience is preferred
• 2-3 years of administrative support experience is preferred; prefer experience with record keeping, reporting, scheduling, and use of technology
• 2-3 years of accounting/budget experience is preferred
• Experience in Higher Education or a related field preferred

WORK HOURS:

• Full-time, non-exempt position
• Monday – Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week 

SALARY STRUCTURE:
Pay Grade 4 (Hiring Range $17.70 to $22.12 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