Operations Coordinator

University of Arkansas System•Little Rock, AR

11d•Onsite

About The Position

The Operations Coordinator is responsible for taking a support role in the daily administrative operations of the University Affairs Division, which is responsible for local, state, and federal government affairs. The Operations Coordinator also provides project support for the Chancellor’s Office as needed. The Operations Coordinator works closely with the Vice Chancellor for University Affairs to design and implement systems to efficiently manage departmental needs including supplies, equipment, phone coverage, events, and planning for key stakeholders visiting campus. Responsibilities also include procurement purchases with P-card; processing purchase requisitions and fund transfers through Workday, and Foundation Fund Tracking and Administration (FFTA); submitting orders and payments to campus catering for University Affairs and other units as assigned. The Operations Coordinator also provides support for meetings, receptions, and special events organized and coordinated by University Affairs. The Operations Coordinator will be accountable for delivering excellent customer service. This position is governed by state and federal laws, and agency/institution policy.

Requirements

High School Diploma
Administrative Support experience in a professional setting
Ability to multitask, prioritize, and manage multiple projects, including assisting with special events
Demonstrated skill at collaborating with various internal and external roles serving different organizational missions
Aptitude for internalizing policies and procedures concerning day-to-day operations of UA Little Rock
Proficient in use of technology and software applications, including Microsoft Office and Gmail
Ability to represent University Affairs with a high degree of professionalism over the phone and in-person
Ability to plan, organize, and coordinate activities, resources, and materials associated with the needs of University Affairs
Ability to work well with individuals at all levels of the university and with external constituents
Ability to operate a motor vehicle
Proof of legal authority to work in the United States on the first day of employment

Nice To Haves

Event experience
Experience with Workday
Familiarity with Workday, or similar enterprise-level planning solution

Responsibilities

Provide quality customer support service to internal and external guests
Act as liaison for managing contacts from within and outside of campus as needed to support the work of University Affairs, such as IT Services, Finance and Administration, catering services, Marketing and Communications, Student Affairs, and Facilities Management
Assist with planning and executing events and campus visits with key stakeholders coordinated by University Affairs
Provide professional administrative support for the Chancellor's Office and University Affairs, including assisting with management of the Vice Chancellor for University Affairs' calendar by ensuring key legislative and campus events are included and scheduling meetings with stakeholders and relevant personnel as requested
Assist with campus visits and tours for elected officials and key stakeholders by coordinating invitations, securing space, obtaining and returning golf carts, maintaining materials, and communicating visitor parking needs to campus police
Handle routine printing, photocopying, scanning of documents, and processing of packages for express delivery
Assist Vice Chancellor for University Affairs in meeting preparation by providing supporting documents for monthly Arkansas Legislative Council meetings and other public meetings
Assist with daily bill review during legislative sessions, including printing bills and amendments, assigning bills for review, tracking legislation, and generating reports
Review agendas for local governing bodies regularly and identify any items of possible interest to the University and provide those to VCUA
Maintain office supplies
Carry out annual inventory tracking for University Affairs
Prepare email, mail, and text message invitations for events or programs
Prepare agendas for campus visits
Organize filing system and maintain all University Affairs files
Ensure accurate contact database management through quarterly reviews and updates of stakeholder information
Add contact information to database as necessary
Perform other duties as assigned
Handle routine purchasing and transfers for University Affairs
Maintain P-Card for purchasing
Responsible for record-keeping and transaction verifications
Process accounts payable tasks and payment requests in FFTA and Workday
Perform other support duties as assigned