Business Coordinator

Virginia Tech•Blacksburg, VA

22h

About The Position

Based on the foundation of the Ted and Karyn Hume Center for National Security and Technology, Virginia Tech launched the Virginia Tech National Security Institute (VTNSI) in September 2021. With a presence in Blacksburg and the Washington, D.C., metro area, the Institute aspires to be the nation's preeminent academic organization at the nexus of interdisciplinary research, technology, policy, and talent development. The National Security Institute will advance national security in pursuit of a secure America. The Business Coordinator is a key member of the finance team at the Virginia Tech National Security Institute (VTNSI), performing a broad range of financial, procurement, and operational functions that support the Institute’s daily business activities. This role requires a high degree of independence, problem-solving ability, and advanced technical expertise, as the coordinator manages complex financial transactions across multiple systems and funding sources. Responsibilities include purchasing and receiving, accounts payable, travel authorizations and reimbursements, payroll reconciliation, encumbrance management, and coordination of operational processes to ensure efficient and consistent service delivery. The coordinator is responsible for ensuring that financial and operational transactions are processed accurately and in compliance with university, state, and federal policies. This includes reconciling operating, foundation, and research expenditures; managing payroll transactions and labor distribution; preparing financial reports; and analyzing and resolving discrepancies and system-related issues. Additionally, the role involves fund management, staff onboarding, training, and electronic reconciliations, ensuring alignment with budget allocations and financial reporting requirements while supporting continuity and consistency across financial and operational functions. In this role, the coordinator reports to the Associate Director of Finance and Business Analytics and works closely with other functional units, exercising sound judgment and maintaining a high level of accuracy and attention to detail. The Business Coordinator provides comprehensive backup support across financial and operational functions, delivers high-quality customer service, and manages complex fiscal and administrative matters independently. The role contributes to the efficiency, effectiveness, and reliability of both financial operations and broader Institute operations.

Requirements

Demonstrated expertise in managing fiscal functions such as accounts payable/receivable, purchasing, travel processing, payroll reconciliation, journal entries, and financial reconciliations in a professional setting.
Strong analytical and problem-solving skills with the ability to independently assess financial data, identify discrepancies, and implement effective solutions.
Excellent communication skills to effectively engage with stakeholders, resolve inquiries, and clearly present financial information.
Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines while maintaining a high level of accuracy and attention to detail.
Ability to work autonomously, managing complex financial tasks and inquiries with minimal supervision and exercising sound judgment in decision-making in a deadline-driven environment.
Demonstrated proficiency with office software products, such as spreadsheets, calendaring, and word processing, with demonstrated strong proficiency with spreadsheets and formulas.
Bachelor's Degree or equivalent related training and/or experience.

Nice To Haves

Experience with large enterprise database systems involving financial reporting, payroll, purchasing or travel.
Experience interpreting and applying complex regulations, policies and organizational processes.

Responsibilities

Purchasing and receiving
Accounts payable
Travel authorizations and reimbursements
Payroll reconciliation
Encumbrance management
Coordination of operational processes
Reconciling operating, foundation, and research expenditures
Managing payroll transactions and labor distribution
Preparing financial reports
Analyzing and resolving discrepancies and system-related issues
Fund management
Staff onboarding
Training
Electronic reconciliations
Providing comprehensive backup support across financial and operational functions
Delivering high-quality customer service
Managing complex fiscal and administrative matters independently