Operations Coordinator

Virginia Tech - Roanoke, VA

Full-time - Entry Level

Roanoke, VA

10,001+ employees

Educational Services

About the position

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 is pivotal in coordinating various events, including the Center's annual retreat, guest lectures, and the HBCU/MSI Summit. The selected candidate will provide comprehensive administrative support to the Center's Director and team members, leading operational efforts such as room scheduling, student onboarding, and food purchases related to the NIH-funded Collaborative Undergraduate Biostatistics Experience (CUBE), an 8-week summer program designed for underrepresented undergraduate students in STEM fields. In addition to event coordination, the Operations Coordinator will manage the Center's website and communications, which includes crafting press releases, news articles, and engaging in social media outreach across platforms like LinkedIn, Facebook, and X. The role also involves ensuring that Center activities in Elements, such as publications, abstract submissions, and grant submissions, are reported accurately and regularly by faculty members. The Operations Coordinator will assist the Center's Assistant Business Manager in preparing annual reports for submission to both internal and external funders. A key responsibility of this position is to establish and nurture relationships with potential donors to secure funding for the Center. The Operations Coordinator will also assist the Director in preparing and managing various documents, including standard operating procedures and presentations. Other tasks include triaging support requests in REDCap, creating online surveys using REDCap or QuestionPro, and streamlining processes to enhance overall efficiency within the Center. To excel in this role, the selected candidate must be adept at multitasking in a fast-paced environment, managing competing priorities, and adapting to shifting deadlines. The Operations Coordinator must demonstrate strong problem-solving skills, creativity, and the ability to network effectively to find resources. As the face and voice of the Center, clear communication is essential, as the Operations Coordinator will interact with collaborators and maintain open lines of communication with various departments and organizations through emails, letters, technical documents, proposals, and presentations. A commitment to professional customer service and team coordination, along with excellent organizational skills and attention to detail, is crucial for success in this role.

Responsibilities

• Lead administrative and operational support for faculty and staff within the Center for Biostatistics and Health Data Science (CBHDS).
• Coordinate events such as the Center's annual retreat, guest lectures, and the HBCU/MSI Summit.
• Provide administrative support to the Center's Director and team members.
• Manage operational efforts related to the NIH-funded Collaborative Undergraduate Biostatistics Experience (CUBE).
• Oversee the management of the Center's website and communications, including press releases and social media outreach.
• Ensure accurate reporting of Center activities in Elements by faculty members.
• Assist the Center's Assistant Business Manager in preparing annual reports for funders.
• Establish relationships with potential donors to raise funds for the Center.
• Assist the Director with document preparation and management, including standard operating procedures and presentations.
• Triage requests for support in REDCap and create online surveys using REDCap or QuestionPro.
• Streamline Center processes to improve overall efficiency.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• Professional development opportunities
• Inclusive community
• Access to a diverse enrollment of students
• Engagement in university shared governance