Business Operations Coordinator

Business Operations Coordinator

VCU's Facilities Management Department is seeking to hire a Business Operations Coordinator for FM Construction. The Business Operations Coordinator plays a vital administrative role in enhancing organizational effectiveness, and supporting key operational functions within VCU's Planning & Design and Construction Management teams in Facilities Management. This position fosters a proactive, solutions-oriented work environment and independently manages complex tasks related to non-capital planning, design, and construction projects. Key responsibilities include processing architectural, engineering, and construction-related contracts, purchase orders, and change orders; reviewing documentation; and ensuring timely execution within regulatory and institutional guidelines. The role requires exceptional organizational and time management skills, strong prioritization, and proficiency in multiple management software platforms to maintain compliance and operational efficiency. With institutional support, the Coordinator will pursue training and certification to serve as a bid officer for non-capital projects. Cross-training will also be provided to support the Senior Business Operations Administrator and broader business support functions as needed.

Among the responsibilities include (but are not limited to): Procurement Services

• Carries out procurement functions for a variety of purchases of goods and services, ensuring adherence to policy and procedural standards
• Promptly and accurately processes invoices and payment applications
• Processes purchase requests in alignment with University Procurement Services' policies and procedures
• Supports complex procurement and contract processing, including liaising with vendors and tracking documentation flow
• Coordinates purchasing needs and procurement workflows across internal systems
• Assists project managers with bid packets and addenda for distribution
• Posts notices of intent to award and ensures timely filing of bid documents in compliance with University and state requirements
• Follows up as needed to ensure timely requisition receiving and payment of all University invoices according to established policies and procedures
• Ensures overall procurement activity is timely, policy-compliant, and well-documented

Accounting & Fiscal Functions

• Enters and corrects transactions in RealSource/AiM on a daily basis
• Responds to vendor inquiries and coordinates external communications related to fiscal activity
• Maintains current knowledge of state and University policies, applying them accurately to fiscal transactions and ensuring proper documentation for audit trail purposes

Other duties & Operational Support

• Independently manages multiple administrative tasks in a fast-paced environment
• Provides professional-level support for daily operations across Construction Management and Planning and Design
• Drafts and prepares written correspondence, including email and formal documents, with professionalism and accuracy
• Assists in operational problem-solving and identifying process improvement opportunities
• Uses independent judgment to manage projects and communication; reports progress and issues to the Business Operations Administrator and proactively resolves potential issues
• Supports special projects as assigned
• Performs other duties as assigned

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