Facilities Operations Coordinator

Facilities Operations Coordinator

Reporting to the Assistant Vice President for Facilities Operations, this position serves as the Facilities Operations Coordinator for the office of Facilities Operations. This position will perform a wide variety of activities to assist the Assistant Vice President for Facilities Operations. The incumbent will manage daily operations for Facilities Operations, including planning, reporting, and records administration. Incumbent will independently draft strategic planning reports, recurring unit reports, and handle submissions for university-level assessment activities that are submitted to the Office of the Vice President for Facilities via the Assistant Vice President for Facilities and Operations. The incumbent will also manage the production, review, and distribution of internal and external unit communications including preparation of websites, agendas, briefing reports, complex presentations and project tours support. This will include coordinating with all Facilities Operations staff members for submissions of such items as meeting materials and presentations, critical needs requests, etc. which are also submitted to the Assistant Vice President for Facilities Operations and the Deputy to the Vice President for Facilities Operations or other university offices. The Operations Coordinator will coordinate across all units within the Facilities Operations enterprise and is responsible for business services management of the organization. This position is also responsible for leading general office functions, serving on university, divisional, and departmental committees, monitoring training requirements for Facilities Operations personnel, and tracking ongoing projects and initiatives for the Assistant Vice President. The incumbent must be detail, action, solution, and results oriented and dedicated to continuous improvement. The incumbent is expected to fulfill identified responsibilities with limited supervision while maintaining effective communication with departmental staff and leadership. Other responsibilities include :

• Developing, interpreting, and implementing business and administrative communications, policies, and procedures.
• Serving as primary liaison with the Deputy to the AVPFO, University Design and Construction units, Human Resources, Operations Communications, Operations IT, Facilities Finance, and other departmental and divisional units for business management and administrative matters.
• Providing oversight to the Assistant Vice President's scheduling, unit, and operational functions.
• Developing and reviewing signature items for the Assistant Vice President, verifying facts and format, presenting alternative options, and preparing responses.

Required Qualifications

Bachelor's degree in business, public administration, or related field, or equivalent combination of education and experience that equates to a degree; Experience as an operations manager / coordinator, or similar role supporting an executive, with experience in planning, reporting, and general operational and / or administrative functions; Experience such as office, contract, human resource, records, and policy management. Experience such as drafting and editing correspondence, reports, and other documents. Experience establishing, monitoring and reporting upon multiple financial accounts and funding streams. Experience arranging operational logistics for meetings, events, and / or programs. Exceptional writing and communication skills, including proven ability to prepare and present clear and concise reports to senior management and articulate complex and / or technical issues to various levels of organizational stakeholders; Demonstrated ability to successfully handle sensitive discussions; strong personal ethics commitment; and demonstrated sound judgment; Exceptional interpersonal skills with the ability to interact and communicate professionally and effectively at all levels within the organization, including staff and Facilities leadership, and individuals of diverse backgrounds; Demonstrated ability to prioritize and manage multiple tasks concurrently; excellent organizational and delegation skills; and ability to work collaboratively in a team environment; Commitment to high level of customer service; and Analytical, critical thinking, and problem-solving skills, with strong attention to detail and ability to see the big picture.

Preferred Qualifications

Demonstrated administrative responsibility in higher education, public sector, or design and construction support operations; Demonstrated knowledge of federal and state laws and regulations applicable to a higher education environment, and / or; Working knowledge of university organizational structure, policies, and procedures. Knowledge and experience using asset management software such as Laserfiche, Google Drive and / or AssetWorks, Chrome River, HokieServ, PageUp, and project management information system software. Experience in construction administration in a higher education setting. Experience monitoring training requirements and completion records at the organizational level Familiarity with the Virginia Tech Construction and Professional Services Manual (Maroon Manual) and the Virginia Tech Design and Construction Standards Manual (Orange Manual).

Pay Band : 4

Overtime Status : Non-Exempt : Eligible for overtime

Appointment Type : Regular

Salary Information : $57,000-$65,000

Hours per week : 40

Review Date : July 23, 2025

Additional Information : The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Facilities HR at opsHR-g@vt.edu during regular business hours at least 10 business days prior to the event.

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