NSU00167 - Fiscal Operations Coordinator for Academic Engagement

DHRM•Norfolk, VA

10d

About The Position

The Fiscal Operations Coordinator serves as a key member of Academic Engagement at Norfolk State University. The position coordinates the department’s procurement, fiscal operations, and monthly reconciliation processes. It provides customer service and operational support to leadership and the department, ensures compliance with university and Commonwealth of Virginia policies, and fosters collaborative relationships across the Division of Academic Affairs. The coordinator monitors budgets, expenditures, commitments, and balances; supports procurement and purchasing processes; reconciles Small Purchase Charge Card transactions; and maintains accurate fiscal documentation. The role also supports executive administration, including travel authorizations and expense reports, develops written materials and reports, and identifies opportunities to improve business processes. The coordinator exercises judgment and discretion when handling confidential information and performs additional duties in support of department goals.

Requirements

Experience providing administrative, fiscal, procurement, or customer service support in a professional office environment.
Working knowledge of general office practices, administrative procedures, and customer service principles.
Experience coordinating multiple priorities and meeting deadlines in a fast-paced environment.
Ability to organize work, exercise sound judgment, and maintain accuracy and attention to detail.
Strong written and verbal communication skills, including the ability to interact professionally with employees, leadership, vendors, and campus partners.
Problem-solving skills, including the ability to analyze situations, identify solutions, and follow issues through to completion.
Ability to work independently and contribute effectively within a collaborative team environment.
Experience maintaining confidential and sensitive information with discretion and professionalism.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and ability to learn new software applications and business systems quickly.

Nice To Haves

Experience providing administrative or fiscal support within higher education.
Experience with procurement, purchasing, accounts payable, or contract administration.
Experience with enterprise resource planning (ERP) systems, productivity systems, and applications such as eVA, Workday, Colleague, and TeamDynamix (TDX).
Experience administering Small Purchase Charge Card (SPCC) transactions and reconciling procurement card expenses.

Responsibilities

Monitor departmental budgets, expenditures, commitments, and available balances; identify variances, potential funding issues, and unusual transactions; and communicate financial information and recommendations to leadership.
Coordinate procurement activities, including creating requisitions, obtaining quotes, processing purchase orders, managing vendor and software renewals, and processing payment requests through completion.
Process Small Purchase Charge Card (SPCC) transactions and reconcile monthly expense reports in compliance with university and Commonwealth of Virginia purchasing policies.
Complete fiscal year-end procedures in accordance with university guidelines.
Support executive administration for Academic Engagement, including managing fiscal operations and preparing travel authorizations and expense reports.
Ensure business practices comply with university and state policies.
Resolve problems with established precedents and limited impact, and refer non-standard questions and problems to higher levels.
Maintain organized and accurate fiscal records and supporting documentation in accordance with records-retention requirements and state regulations.
Develop written documents and reports conveying information, general guidelines, and standard procedures.
Communicate information, general guidelines, and standard procedures.
Provide customer service and serve as a resource for IT faculty, staff, students, vendors, and campus partners.
Identify opportunities to improve business office processes, documentation, and operational efficiency.
Use sound judgment, discretion, and professionalism when managing confidential information.
Perform additional duties as assigned in support of department goals.