Administrative Business Coordinator (non-benefited)

VCUarts Qatar invites applications for the position of Administrative Business Coordinator in the Department of Strategic Engagement. This is a part-time, non-benefited position.

Reporting to the Director of Strategic Engagement, the Administrative Business Coordinator provides comprehensive administrative, financial, and operational support to the department. The role serves as a central point of coordination for day-to-day administrative operations, business travel, budget monitoring, purchasing processes, and stakeholder communications.

The successful candidate will demonstrate strong organizational skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple priorities in a dynamic higher education environment. This position plays an important role in supporting the efficient operation of the Strategic Engagement department and contributing to its engagement, outreach, and institutional initiatives.

This is a non-sponsored hourly position with no benefits based on a maximum of 19 hours per week. Applicants must have a valid residence permit and currently live in Qatar. 

Reports to: Director of Strategic Engagement

Department: Strategic Engagement

Major Activities & Essential Functions

Administrative Tasks:

• Manages the department activities calendar, schedule meetings, prepare agendas, and record meeting minutes, and coordinates internal and external meetings, retreats, and strategic planning sessions.
• Provides administrative support for the Director and leadership in coordinating the administrative affairs of the department of Strategic Engagement, including but not limited to, writing reports, memos, creating presentations and taking minutes of meetings as required.
• Maintains organized electronic and physical filing systems, as well as, supports administrative processes, documentation tracking, and compliance reporting as required.
• Monitors deadlines and follows up on action items to ensure timely completion of projects, and maintains internal announcements and updates on university platforms.
• Orders, maintains and organizes promotional materials in the Strategic Engagement office. Maintains inventory of all department supplies and ensures adequate supply on hand.
• Supports onboarding and coordination of student workers, volunteers, interns, or temporary event staff as needed, as well as, maintains tracking systems for partnership activities, stakeholder engagement, and departmental deliverables.

Communication & Customer Service:

• Maintains and regularly updates the departmental CRM database, ensuring accurate records of stakeholder contacts, interactions, and engagement activities.
• Responds to inquiries professionally and direct stakeholders to appropriate resources, and drafts and formats professional communications, invitations, surveys, and reports.
• Supports stakeholder engagement initiatives and maintains positive working relationships, and handles confidential and sensitive information with discretion and professionalism.

Budget, Procurement:

• Tracks, reconciles, and monitors budget expenditures and encumbrances, as well as, prepares financial summaries and assists in annual budget planning and forecasting.
• Processes purchase requisitions, purchase orders, reimbursements, and vendor payments, and handles Purchasing Card (P-Card) transactions and completes required monthly reconciliations.
• Researches vendors, obtains quotations, and coordinates subscription renewals and service agreements.
• Reviews invoices and ensures compliance with university procurement policies, monitors outstanding invoices and follows up to ensure timely payment.

Business Travel

• Processses travel authorizations, pre-approvals, and required documentation in accordance with university policies, and coordinates travel logistics including flights, accommodations, ground transportation, visas, and insurance.
• Supports team’s professional development related travel, as well as, supports logistical coordination for visiting speakers, industry partners, alumni guests, and community collaborators.
• Coordinates logistics and processes travel arrangements for Qatar Week and other international projects travels. 
• Prepares travel documentation packages and maintains submission timelines, and, processes travel reimbursements and monitor travel-related expenditures.
• Performs administrative related duties as assigned by the supervisor.

Qualifications

• High school diploma or GED required.
• One or more years of relevant experience, or an equivalent combination of education and experience.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Skills & Experience

• Strong interpersonal skills, with the ability to handle sensitive and confidential situations with poise, tact, and diplomacy.
• Ability to interact and communicate effectively with individuals at all levels of the organization.
• Working knowledge of computer software applications, including word processing, spreadsheets, databases, and presentation software such as Microsoft Word, Excel, and PowerPoint.
• Strong attention to detail in composing, typing, proofreading, and maintaining accurate materials.
• Ability to establish priorities, meet deadlines, and manage multiple competing tasks in a fast-paced environment.
• Strong public service orientation, with the ability to work effectively with faculty, staff, students, and the wider community.
• Enthusiasm and ability to thrive in an environment of constant change.
• Strong organizational skills, including the ability to organize resources and establish priorities.
• Excellent time management skills, with the ability to multitask and work within tight deadlines.
• Willingness to work collaboratively within a team-oriented environment.

Application Process