About The Position
The Fiscal Operations Coordinator is a key member of the School of Education and coordinates departmental procurement, fiscal operations, and monthly reconciliation processes. The position provides customer service and administrative support to leadership, supports departmental operations and business processes, ensures compliance with university and state policies, and builds collaborative relationships across Academic Affairs. The coordinator monitors budgets, expenditures, commitments, and balances; identifies variances and potential funding issues; and communicates financial information and recommendations to leadership. The role coordinates procurement from requisitions and quotes through purchase orders, renewals, and payment requests; processes Small Purchase Charge Card transactions; reconciles monthly expense reports; and completes fiscal year-end procedures. It also supports executive administration, including travel authorizations and expense reports, maintains accurate fiscal records and documentation, prepares written materials and reports, and identifies opportunities to improve business processes. The role requires sound judgment and discretion in handling confidential information and includes other 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 and ability to interact professionally with employees, leadership, vendors, and campus partners.
- Problem-solving skills, including analyzing situations, identifying solutions, and following issues through to completion.
- Ability to work independently and contribute effectively to a collaborative team.
- Experience maintaining confidential and sensitive information with discretion and professionalism.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and ability to quickly learn new software applications and business systems.
- Must be authorized to work in the United States without employer sponsorship.
Nice To Haves
- Experience providing administrative or fiscal support in 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 and college/school 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 timely fiscal year-end procedures in accordance with university guidelines.
- Support executive administration with fiscal operations, 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 accurate fiscal records and supporting documentation in accordance with records-retention requirements and state regulations.
- Develop written documents and reports conveying information, guidelines, and standard procedures; communicate those materials to relevant audiences.
- 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.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
