Operations Manager, VCU Health Hub

The Operations Manager role at the VCU Health Hub is part of the Division of Community Engagement (DCE) in the Provost's Office. The Operations Manager at the VCU Health Hub has a leadership role in managing the daily administration, operations, and logistical aspects of the Health Hub. This position involves significant interaction with all Health Hub stakeholders, including internal partners (VCU/VCU Health), community partners, residents, students, and faculty. This role is primarily responsible for overseeing Health Hub logistics, managing internal operations, ensuring compliance, handling facilities-related tasks, and ensuring the smooth running of daily procedures. The ideal candidate will have demonstrated experience working in a community-based setting and possess strong administrative, management, and communication skills. The Operations Manager will be the lead liaison with the VCU Health System, a key partner at the Health Hub, to ensure smooth operations, effective collaboration, and planning of key initiatives.

Responsibilities:

Operational Management

• Provide daily administration and oversight for all Health Hub-supported activities and personnel.
• Manage engagement and interactions with Health Hub partners (internal and community), visitors, and all other stakeholders.
• Oversee and co-develop administrative procedures for the facility, including participant and partnership documentation, forms and policies, and tech support.
• Engage with internal stakeholders to identify enhanced Health Hub activities and collaboration opportunities.
• Create and oversee a volunteer program, including coordinating and managing volunteer training.
• Work with the VCU Health System to implement key initiatives.
• Coordinate Health Hub programming through effective scheduling of the Health Hub calendar, efficient space utilization, internal/external event coordination, and networking.
• Work with the DCE Communications Specialist to co-manage multimedia communications, including social media, newsletter content, and spokesperson interviews.
• Supervision responsibilities and provide operational support and guidance to students, interns, community stakeholders, and volunteers.
• Work closely with Health Hub leadership to ensure that strategic priorities are implemented.
• Develop and produce operational reports to provide information regarding Health Hub program activities, student and faculty engagement, and partner participation.
• Organize and lead onsite tours highlighting the Health Hub facility, sharing its mission, vision, history, and programming with visitors.
  

Building Management

• Serve as the primary point of contact related to building management
• Review, consolidate, and submit work requests on behalf of building occupants via the Facilities Self Service (FSS) and respond to work request surveys upon completion of the work
• Communicate with the Facilities Operations Center to request emergency services or obtain non-emergency services via FSS as necessary
• Coordinate providing facility services as necessary, including building maintenance, security, parking, environmental services, landlord relationships, etc.
• Communicate the status of building issues and updates to building occupants
• Work with facilities coordinators to seek solutions to recurring service issues
• Assist with other facilities-related tasks to help maintain a safe and healthy work environment for building tenants
• Work closely with internal and external partners to ensure that the facility requirements are met
• Work closely with Health Hub leadership to address building issues promptly.

Fiscal Administration

• Work closely with DCE fiscal administrators regarding the Health Hub budget.
• Submit purchase orders through VCU Real Source and create P card purchases
• Gather supporting documents and perform basic reconciliation, and be responsible for ordering supplies
• Respond to and resolve issues regarding invoices, receiving, and other A/P-related matters in a professional, courteous, timely, and accurate manner
• Provide accurate data and information to leadership regarding all fiscal matters
• Utilize Banner, RealSource, and other financial systems
• Ensure Health Hub vendors and stakeholders receive remittance payments on time

Recruitment and Supervision

• Recruit, train, mentor, and support Health Hub student interns and volunteers in alignment with Health Hub goals and academic program-specific requirements, including administrative requirements.
• Ensure onboarding components, including evaluation, for faculty, students, and staff are completed.
• Identify ongoing training opportunities for Health Hub stakeholders, including students and faculty.