Business Operations Coordinator

Benefits of working at VCU

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university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave
granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee
discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.

Job Code 17135

Recruitment Pool All Applicants
Posting Number req8210
Unit FM
Construction MBU
Department FM Construction, Facilities Management
Department Website Link https://fmd.vcu.edu/
Location VCU
Address 907
Floyd Ave, Richmond, VA 23284 USA
Duties & Responsibilities

Summary

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

Qualifications

Minimum Hiring
Standards

• Possession of a valid Virginia Contracting Associate (VCA) certification, demonstrating foundational
  knowledge of public procurement practices and commitment to ethical contracting standards
• Demonstrated experience in administrative
  support, procurement, or contract management within a complex organizational setting
• Strong organizational and time management
  skills, with the ability to prioritize tasks and meet tight deadlines
• Proficiency in business software platforms, including
  Microsoft Office Suite and procurement or project management systems (e.g., RealSource, AiM, e-Builder)
• Excellent written and verbal
  communication skills, with attention to detail and accuracy in documentation
• Ability to work independently and manage multiple
  complex tasks with minimal supervision
• Commitment to compliance with institutional, state, and regulatory procurement
  policies
• Collaborative mindset, with experience working across departments and with diverse stakeholders
• Willingness to
  pursue training and certification to serve as a bid officer for non-capital projects
• Flexibility to support cross-functional duties,
  including coverage for senior administrative roles as needed
• Demonstrated experience working in and fostering an environment of
  respect, professionalism, and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a
  commitment to do so as a staff member at VCU

Preferred Hiring Standards

• Bachelor’s degree in
  business administration, public administration, construction management, or a related field; or equivalent combination of education and
  experience
• Experience supporting planning, design, or construction projects in a higher education
• Familiarity with
  Virginia’s Construction and Professional Services Manual (CPSM) and related procurement regulations
• Working knowledge of RealSource,
  AiM, or similar procurement and project management platforms
• Prior experience drafting, reviewing, or managing contracts, purchase
  orders, and change orders
• Demonstrated ability to interpret and apply institutional policies and state procurement
  guidelines
• Strong proofreading and editing skills, with the ability to calibrate tone and content for varied
  audiences
• Proven track record of process improvement and operational troubleshooting in an administrative setting
• Ability to
  build effective working relationships with internal stakeholders, vendors, and external partners
• Experience supporting bid processes
  or acting as a bid officer for non-capital projects
• Commitment to professional development and continuous learning in procurement,
  compliance, or construction administration

Physical and Cognitive Requirements

Physical
Demands and Activities

Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50
lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking:
Essential
Climbing: Marginal
Reaching: Essential
Bending: Essential

Environmental Conditions

Extreme
heat/cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal

Emotional
Demands

Fast pace: Essential
Average Pace: Marginal
Multiple Stimuli: Essential
Intense Customer Interaction:
Marginal
Frequent Change: Essential

Mental/Sensory Demands

Memory: Essential
Reasoning:
Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication:
Essential
Written Communication: Essential

Work Day/Hours: Monday-Friday, 8am-5pm

ORP Eligible:
No

VCU Slotting: Sr Coordinator FM 2 (17135)

Closing on or before: September 26,
2025

FLSA University Employee
Job FTE 1
Exemption Status
Non-Exempt
Restricted Position No
E-Class UF – University Employee FT
Job
Category University Employee
ORP Eligible No
Salary Range $50,000 – $55,000
Compensation Type Salaried
Target Hire Date 10/1/2025
Contact Information for
Candidates

Documents Needed to Apply Resume