NSU00167 - Fiscal Operations Coordinator for Academic Engagement
About The Position
The Fiscal Operations Coordinator is a key member of Academic Engagement and coordinates the department’s procurement, fiscal operations, and monthly reconciliation processes. The role provides customer service and administrative support to leadership and departmental operations, ensures compliance with university and state policies, and builds collaborative relationships across the Division of Academic Affairs. The coordinator monitors budgets and transactions, manages procurement and payment processes, reconciles Small Purchase Charge Card expenses, supports fiscal year-end procedures, and assists with travel authorizations and expense reports. The position also maintains accurate fiscal records, prepares written guidance and reports, helps improve business processes, and handles confidential information with sound judgment. Additional duties may be assigned 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 and 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 in 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.
- Applicants must be authorized to work in the United States without employer sponsorship.
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, productivity systems, or applications such as eVA, Workday, Colleague, and TeamDynamix (TDX).
- Experience administering Small Purchase Charge Card 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, including creating requisitions, obtaining quotes, processing purchase orders, managing vendor and software renewals, and submitting payment requests through completion.
- Process Small Purchase Charge Card 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.
- Assist executive administration support to 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, guidelines, and standard procedures.
- Provide customer service and serve as a resource for 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 in support of department goals.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
