Operations Coordinator

Job Description

The Operations Coordinator is the lead administrative and operational support for the faculty and staff members within the Center for Biostatistics and Health Data Science (CBHDS). This position leads the coordination of events, such as the Center's annual retreat, guest lectures, and the HBCU/MSI Summit. The selected candidate will provide administrative support to the Center's Director and team members, and will lead operational efforts (i.e., room scheduling, student onboarding, food purchases, etc.) related to the NIH-funded Collaborative Undergraduate Biostatistics Experience (CUBE), an 8-week summer program for underrepresented undergraduate students in STEM.

This position is also responsible for management of the Center's website and communications, including press releases, news articles, and social media outreach (LinkedIn, Facebook, X, etc.). The Operations Coordinator will ensure that Center activities in Elements (e.g., publications, abstract submissions, grant submissions, etc.) are reported both regularly and accurately by faculty members within the Center and will assist the Center's Assistant Business Manager in the completion of annual reports for submission to funders, both internal and external to Virginia Tech.

The selected candidate will also lead efforts to establish relationships with potential donors to raise funds for the Center. This position will assist the Director with preparation and management of documents (e.g., standard operating procedures, charter), and presentations, as needed. Other responsibilities include triaging requests for support in REDCap, creating online surveys in REDCap or QuestionPro, and streamlining Center processes to improve overall efficiency.

In order for the selected candidate to be most successful, she/he/they must be capable of handling multiple tasks at once. CBHDS is a fast-paced environment, where the Operations Coordinator may work on multiple high-priority items in a single day. Thus, managing competing tasks and shifting deadlines, while being able to judge their relative priority, is an essential skill. The Operations Coordinator must demonstrate the ability to learn and adapt, as the dynamic nature of the environment requires a flexible and adaptable individual who thrives in a setting where solutions may not be readily apparent, and require creativity, networking, and seeking out resources. The operational structure of CBHDS requires the Operations Coordinator to support the Center's Director and members on providing effective and reasonable solutions to obstacles and drawbacks that often occur on a day-to-day basis.

The Operations Coordinator must be a clear communicator and will assume the role of the "face and voice" for the Center. This position plays an important role in representing CBHDS, as she/he/they may be the first person a collaborator may interact with. The selected candidate will maintain open lines of communication with collaborating departments, institutes, organizations, etc., through email, letters, technical documents, proposals, presentations, etc. This position will have strong experience in and a commitment to professional customer service and team coordination, demonstrated ability to communicate effectively, excellent organizational skills, and strong attention to detail.

Required Qualifications

Experience in event planning in an academic or similar environment.

Experience in marketing or outreach through social media platforms.

Experience in building relationships with potential donors and managing fundraising efforts. Training and/or experience in technical writing and understanding of scientific research.

Experience with website design and maintenance.

Demonstrated ability to work with others, including faculty, students, staff, and stakeholders.

Bachelor's degree in business, psychology, or related field or equivalent level of training and/or experience, with demonstrated expertise in administrative and operational support.

Strong interpersonal and communications skills, both written and verbal.

Strong organizational and prioritization abilities, including the ability to work under pressure with multiple deadlines in a timely and accurate manner.

Ability to understand and apply policies and procedures in an environment with external partners and/or sponsors.

Ability to work independently; proficient in MS Word, Excel, PowerPoint and Outlook.

Preferred Qualifications

Experience with management tools such as Summit, Banner, Elements, University Data Commons, HokieMart, Smartsheet and other Virginia Tech financial systems.

Experience with preparing faculty activity reports (FARS).

Experience in building online surveys using REDCap and/or QuestionPro. Experience with streamlining processes to improve overall efficiency in Center's workflow.

Pay Band

4

Appointment Type

Restricted

Salary Information

Commensurate with experience

Review Date

9/16/2024

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 Amanda Boone at amandab22@vt.edu during regular business hours at least 10 business days prior to the event.