NSU00166 - Fiscal Operations Coordinator for College of Science, Engineering and Technology

DHRM • Norfolk, VA

6d

About The Position

Norfolk State University is seeking a Fiscal Operations Coordinator for the College of Science, Engineering and Technology. The position coordinates departmental procurement, fiscal operations, and monthly reconciliation processes. It provides customer service and support to leadership and department operations, ensures compliance with university and state policies, and fosters collaborative relationships across Academic Affairs.

The coordinator monitors budgets, expenditures, commitments, and available balances; identifies and communicates variances and potential funding issues; coordinates procurement through completion; processes and reconciles Small Purchase Charge Card transactions; and completes fiscal year-end procedures. The role also supports executive administration, maintains accurate fiscal records, prepares reports and procedural documents, and identifies opportunities to improve business processes and operational efficiency. The coordinator uses sound judgment and discretion when handling confidential information and performs additional duties as assigned.

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 the 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 quickly.
• Applicants must be authorized to work in the U.S. 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 (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 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, 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 executive administration with 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 and accurate fiscal records and supporting documentation according to records-retention requirements and applicable 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.
• Exercise 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
• Career Level: Mid Level
• Education Level: No Education Listed