Office Operations Coordinator

Job Title: Office Operations Coordinator Salary Range: $50,000 - $55,000 Full-time, benefits-eligible position Organization Summary Founded in 2020, School of Government Services (SOG Services) is an associated entity of the University of North Carolina at Chapel Hill. As a nonprofit organization, SOG Services supports the faculty and staff of the School of Government in advancing the School's mission to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. Through this work, SOG Services also supports the broader public service, educational, and research missions of the University of North Carolina at Chapel Hill and the UNC System. Job Title: Office Operations Coordinator Salary Range: $50,000 - $55,000 Full-time, benefits-eligible position Organization Summary Founded in 2020, School of Government Services (SOG Services) is an associated entity of the University of North Carolina at Chapel Hill. As a nonprofit organization, SOG Services supports the faculty and staff of the School of Government in advancing the School's mission to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. Through this work, SOG Services also supports the broader public service, educational, and research missions of the University of North Carolina at Chapel Hill and the UNC System. Department Information The Office of the Chief of Staff supports the President and executive leadership of the UNC System Office by coordinating priorities, operations, communications, and services that enable the System Office to function effectively. This position provides organization-wide workplace and administrative support and works closely with System Office departments, building management, service vendors, Information Technology, Board of Governors staff, and event partners. Schedule and Work Location Work Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m., with consistent on-site coverage during business hours. Occasional early morning or evening work may be required to support Board of Governors meetings, executive meetings, and special events. Location: Work Arrangement: Note: Remote and hybrid work arrangements may be reviewed annually and are subject to change based on business need. Position Summary The Office Operations Coordinator serves as the primary point of contact for the UNC System Office reception area and supports the daily readiness, appearance, and efficient operation of shared office spaces. The position welcomes and directs visitors, manages front desk communications, coordinates conference room calendars and setups, supports mail and deliveries, maintains shared supplies, and provides general administrative and clerical assistance. The position also coordinates facilities requests and day-to-day vendor activity; performs light cleaning, resetting, and restocking of reception areas, conference rooms, open collaboration areas, and office pantries; and escalates building, custodial, technology, safety, and maintenance needs to the appropriate partners. The role provides hands-on operational support for Board of Governors meetings, executive meetings, and System Office events. The employee exercises sound judgment in prioritizing requests, protecting confidential information, and delivering responsive service with limited day-to-day supervision. Essential Duties and Responsibilities The position performs the following essential duties. Percentages are approximate and may shift based on operational needs. Front Desk and Visitor Services 20% Serve as the primary front desk receptionist and provide reliable in-person coverage during established business hours. Welcome visitors, determine the purpose of each visit, notify or direct the appropriate employee, coordinate visitor access as applicable, and validate parking in accordance with office procedures. Answer and route the main telephone line and shared inquiries; provide accurate general information while using discretion with confidential or sensitive matters. Maintain a professional, orderly, accessible, and welcoming reception area and current visitor-facing materials. Office Facilities and Vendor Coordination 20% Receive, document, track, and follow up on facilities and maintenance requests involving housekeeping, HVAC, lighting, furniture, building access, safety concerns, repairs, and other workplace needs. Coordinate on-site access and service activity with building management, custodial providers, commercial vendors, and internal partners; verify that requested work is completed and elevate unresolved issues. Maintain accurate records for work orders, vendor contacts, service schedules, access cards, keys, equipment, and recurring operational needs. Support vendor management through scheduling, service verification, documentation, invoice routing, and communication with the responsible contract or business owner. This position does not independently execute contracts unless specifically authorized. Shared Space Readiness and Supplies 15% Conduct routine walkthroughs and keep reception areas, open collaboration areas, conference rooms, and office pantries orderly, stocked, and ready for use. Perform light cleaning and resetting of shared spaces, including wiping surfaces, removing or discarding abandoned food and service items, arranging furniture, and reporting conditions that require custodial or specialized service. Monitor inventories of office, pantry, meeting, and hospitality supplies; restock items, prepare orders, receive deliveries, and maintain organized storage areas. Coordinate office equipment servicing and other recurring workplace services. Conference Room Calendar and Meeting Support 15% Manage shared conference room calendars, review requests for accuracy and conflicts, communicate room use expectations, and resolve scheduling issues in coordination with requestors. Prepare rooms according to meeting requirements, including furniture layout, signage, materials, virtual meeting or basic audiovisual readiness, and coordination with Information Technology when specialized support is needed. Reset and inspect rooms promptly after use so they are clean, supplied, and ready for the next meeting. Board of Governors and Event Operations 15% Provide operational support before, during, and after Board of Governors meetings, committee meetings, executive meetings, and System Office events. Assist with room plans, signage, materials, vendor access, technology coordination, security coordination, guest flow, room turnover, cleanup, and supply staging. Monitor assigned spaces during meetings and events, respond promptly to changing needs, and communicate issues to the appropriate lead. Administrative Clerical and Mail Support 15% Collect, sort, distribute, and route incoming and outgoing mail, packages, courier items, and deliveries; troubleshoot routine delivery issues and maintain applicable records. Provide general administrative and clerical support, which may include preparing or formatting documents, maintaining lists and records, entering information, scanning, copying, filing, scheduling, and responding to routine requests. Document and update office procedures, checklists, schedules, and reference information; identify practical process improvements and complete other related duties as assigned. Minimum Qualifications (Knowledge, Skills, and Abilities) Bachelor's degree and one year of experience related to the area of assignment, or an equivalent combination of education, training, and experience. All degrees must be received from appropriately accredited institutions. Experience in office operations, reception, facilities coordination, hospitality, event support, administrative support, or a closely related setting; ability to maintain reliable on-site attendance and adapt work hours occasionally to support meetings and events. Demonstrated ability to organize competing priorities, maintain accurate records, follow through on service requests, and respond calmly to time-sensitive operational needs. Strong customer service, interpersonal, written, and verbal communication skills; sound judgment and discretion; proficiency with Microsoft 365, shared calendars, email, and standard office and meeting technology; ability to work independently and collaboratively with employees, executives, Board members, visitors, vendors, and service partners. Preferred Qualifications Experience supporting a large, executive, government, university, or other complex professional office environment. Experience coordinating facilities work orders, vendors, shared spaces, conference room calendars, meetings, catering, mail operations, or events. Familiarity with audiovisual meeting equipment, visitor management, purchasing or invoice processes, and workplace safety practices. Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. This is an active, on-site role performed in a professional office and meeting environment. The position frequently moves throughout the workplace to inspect and prepare shared spaces, receive deliveries, assist visitors, and support meetings and events. Work may involve interruptions, changing priorities, moderate noise, and interaction with a wide range of internal and external customers. Ability to remain stationary at a reception workstation for portions of the day; frequently stand, walk, bend, reach, and move throughout the office; and use a computer, telephone, and standard office and meeting equipment. Ability to lift, carry, push, pull, arrange, or move supplies, packages, tables, chairs, and meeting materials weighing up to 30 pounds, with assistance or reasonable accommodation as appropriate. Occasional local travel and early morning, evening, or weekend work may be required. Note This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship. #J-18808-Ljbffr School of Government Services