Administrative Coordinator at University of Richmond in Richmond, Virginia

Job Description:

Job Description




POSITION SUMMARY: The Information Services Administrative Coordinator provides general administrative support to department staff members. These responsibilities include acting as the key administrative support contact for IS department directors, assisting with oversight of annual contracts for equipment and services, supporting budget management, procurement activities, and ensuring that monthly billing is processed accurately.


This position reports directly to the Assistant VP of Telecommunications, Media Support, and User Services. In addition to providing general administrative support to IS department personnel, the Administrative Coordinator assists the Assistant VP with scheduling, event management, shipping and receiving coordination, purchasing, and invoice resolution.



JOB DUTIES/RESPONSIBILITIES:




Monthly Billing

• Processes telecom utilities for multiple vendor invoices.


• Manages internet billing for multiple vendor invoices.


• Oversees printing support, including supplies and vendor invoices.


• Manages office supply procurement.


• Assists with the procurement process and invoice resolution.


• Reviews bills for accuracy and prepares invoices, requisitions, and POs for review by appropriate IS staff members.


• Documents all monthly expenditures.


• Produces monthly reports by vendor for review by the Director or specific area managers.

Maintenance Contract Review

• Supports the IS management team in tracking annual maintenance contracts.


• Notifies directors and managers about contract renewal dates and coordinates journal voucher entries as required to resolve interdepartmental charges.


• Coordinates purchase orders or credit card payments for monthly contract commitments.


• Maintains records of pertinent information by vendor and department.

Procurement and Invoice Resolution

• Acts as a backup to the Procurement Coordinator to initiate purchase order requisitions.


• Assists the Procurement Coordinator with shipping and receiving verification and invoice resolution.


• Serves as the primary purchasing point of contact for various department or project needs.

General Administrative Support

• Assists with managing the calendar for the Assistant VP of Telecommunications, Media Support, and User Services.


• Schedules meeting spaces for various department meetings and activities.


• Serves as a member of the Back-to-School Committee, supporting project needs and coordinating purchases.


• Assists Academic Computing Services with managing student printing, including troubleshooting, supply ordering, and service coordination.


• Provides assistance with travel planning.


• Maintains files and records.


• Provides budget support, including tracking expenditures and preparing reports.

Website Content Support

• Assists in keeping website content up to date.

QUALIFICATIONS:





Knowledge, Skills & Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).


• Experience in accounting and budget support, with a working knowledge of accounts payable processes and procedures.


• Excellent oral and written communication skills with a professional and pleasant office demeanor.


• Self-motivated, flexible, and capable of managing time and workload effectively.


• Ability to thrive in a dynamic, fast-paced technology environment.


• Strong ability to prioritize workload while supporting various departmental needs.

Education & Experience:

• High school diploma required; some college coursework preferred.


• Demonstrated experience supporting a large organization.


• Minimum of three years of

Work Schedule:




Monday-Friday 8:30am-5:00pm; 7.75 hrs. day; 38.75 hrs./week





Pay Grade:




Grade 4 ($18.18 to $22.72 per hour) Apply Now