NSU00293 - Fiscal Operations Coordinator for Academic Affairs

DHRM • Norfolk, VA

9d

About The Position

Norfolk State University is seeking a Fiscal Operations Coordinator to support the effective and efficient management of fiscal operations, procurement, and financial reconciliation within the College/School. As a key member of the Provost Office, the coordinator manages departmental procurement, fiscal operations, and monthly reconciliation processes. The position supports leadership and departmental business processes, ensures compliance with university policies, provides exceptional customer service, and builds collaborative relationships across the Division of Academic Affairs.

The coordinator also provides executive administrative support to the Provost Office, maintains accurate fiscal records and supporting documentation, prepares written documents and reports, and identifies opportunities to improve business-office processes and operational efficiency. The role requires sound judgment and professionalism when handling confidential information, and includes other duties assigned in support of department goals.

Requirements

• Ensure compliance with university and Commonwealth of Virginia purchasing policies, university guidelines, records-retention requirements, and applicable state regulations.
• Exercise sound judgment, discretion, and professionalism in managing confidential information.
• 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, 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 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 handling 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.
• Assist the Provost Office with executive administrative support, complex fiscal operations, travel authorizations, and expense reports.
• Ensure business practices comply with university and state policies.
• Resolve problems with established precedents and limited impact, referring non-standard questions and problems to higher levels.
• Maintain organized, accurate fiscal records and supporting documentation in accordance with university 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 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.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed