NSU00168 - Fiscal Operations Coordinator for the College of Liberal Arts
About The Position
The Fiscal Operations Coordinator is a key member of the College/School 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 the Division of Academic Affairs. The coordinator monitors budgets, expenditures, commitments, and balances; identifies variances and potential funding issues; and shares financial information and recommendations with leadership. The role coordinates procurement from requisition and quote gathering through purchase orders, renewals, and payment requests; processes and reconciles Small Purchase Charge Card transactions; and completes fiscal year-end procedures. It also assists with executive administrative support, including travel authorizations and expense reports. The position maintains accurate fiscal records and supporting documentation, develops and communicates written documents, reports, guidelines, and procedures, and provides customer service to faculty, staff, students, vendors, and campus partners. It identifies opportunities to improve processes and operational efficiency, exercises discretion with confidential information, and performs 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 learn new software applications and business systems quickly.
- 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 ERP, productivity systems, and applications such as eVA, Workday, Colleague, and TeamDynamix (TDX).
- Experience administering SPCC transactions and reconciling procurement card expenses.
Responsibilities
- Monitor departmental and college/school budgets, expenditures, commitments, and balances; identify variances, potential funding issues, and unusual transactions; communicate financial information and recommendations to leadership.
- Coordinate procurement activities, including creating requisitions, obtaining quotes, processing purchase orders, handling 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.
- Assist with executive administrative support and fiscal operations, including 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 organized, 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 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 as assigned 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
