NSU00168 - Fiscal Operations Coordinator for the College of Liberal Arts

DHRM • Norfolk, VA

5d

About The Position

The Fiscal Operations Coordinator is a key member of the College of Liberal Arts and coordinates departmental procurement, fiscal operations, and monthly reconciliation processes. The position provides customer service and supports leadership, departmental operations, and business processes while ensuring compliance with university policies and fostering 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 and monthly reconciliations; and completes fiscal year-end procedures. The position also supports executive administration, including travel authorizations and expense reports, maintains fiscal records and documentation, prepares written materials and reports, and looks for opportunities to improve processes and operational efficiency. It requires sound judgment, discretion, professionalism, and careful handling of confidential information.

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 ability to analyze situations, identify solutions, and follow issues through to completion.
• Ability to work independently and contribute effectively within 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 learn new software applications and business systems quickly.

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, 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 and college budgets, expenditures, commitments, and available balances; identify variances, funding concerns, 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 accordance with university and Commonwealth of Virginia purchasing policies.
• Complete fiscal year-end procedures in accordance with university guidelines.
• Assist with executive administrative support, 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, referring 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 guidelines and 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