Operations & Budget Coordinator II

Liberty University•Lynchburg, VA

8d•Onsite

About The Position

The Operations & Budget Coordinator II facilitates the coordination and development of initiatives and projects within the Office of Spiritual Development (OSD), providing administrative and budgetary support for LU Stages. The position manages contracts, procurement processes, guest travel and payments, purchase orders, expense reconciliation, and departmental records, ensuring compliance with university policies and maintaining accurate tracking systems. The coordinator also assists leadership with budget oversight, reporting, and annual planning. The role coordinates supplier and contract documentation, including Independent Contractor Questionnaires, supplier setup, requisitions, purchase orders, contract approvals, invoices, and payment follow-up. It administers guest budgets and records, including honorariums, airfare, lodging, reimbursements, travel documentation, and event-related expenses. The coordinator tracks departmental spending, reconciles monthly expenses, monitors purchasing card use, helps close purchase orders, and supports annual budget planning and Anaplan submissions. The position requires a four-year college degree or equivalent and at least 2–3 years of professional office experience. Preferred qualifications include a master’s degree, higher education experience, strong Microsoft Excel proficiency, and experience with Banner, Assist, BuyLU, and Emburse Expense Management. The role is onsite and remote capable, with occasional travel to local and campus locations and possible occasional outdoor event work.

Requirements

Four-year college degree or equivalent.
At least 2–3 years of experience in a professional office environment.
Ability to communicate effectively verbally and in writing.
Ability to understand, speak, and write English in a professional manner.
Strong organizational skills and excellent computer skills.
Ability to reason, analyze information and events, and apply judgment to solve routine and complex problems.
Ability to travel occasionally to local and campus locations.
A valid Virginia driver’s license, acceptable DMV record, and liability insurance are required if using a personal or LU vehicle for work travel.
Ability to perform the physical activities described, including sitting and keyboard work, standing, walking, climbing stairs, handling materials, reaching overhead, kneeling or stooping, and regularly lifting 10 pounds or less.

Nice To Haves

Master’s degree.
Experience working in higher education.
Proficiency in Microsoft Excel for departmental budgeting and tracking.
Data experience in Banner, Assist, BuyLU, and Emburse Expense Management.

Responsibilities

Facilitate compliance with Procurement, Legal, Accounting, and Human Resources requirements for supplier and contract processes.
Submit Independent Contractor Questionnaire forms, obtain W-9 forms, create and update supplier records in BuyLU, and submit New Supplier Requests.
Submit Contract Request Forms for redlined or external contracts and coordinate required approvals and signatures.
Submit requisitions and purchase orders for guests and contracted services.
Process invoices against standing LU Stages purchase orders and follow up with Accounts Payable to support timely payment.
Oversee individual guest budgets, including honorariums, airfare, lodging, and travel reimbursements.
Maintain accurate guest records, contracts, travel information, receipts, and supporting documentation.
Ensure travel, lodging, reimbursement, and contract documentation is completed accurately and by established deadlines.
Maintain organized electronic records in OneDrive and other approved departmental tracking systems.
Maintain records supporting departmental reporting, budgeting, and event planning.
Track Convocation guest expenses and keep the Travel/Honorarium spreadsheet current.
Participate in regular budget meetings with LU Stages and OSD leadership.
After events, attach required travel receipts and documentation to the applicable purchase order for guest reimbursements.
Create purchase order receipts and help ensure purchase orders are reconciled and closed by fiscal year-end.
Track LU Stages spending and maintain accurate budget records.
Assist with annual budget planning and Anaplan submissions.
Reconcile monthly expense reports for LU Stages staff in accordance with university policies.
Monitor departmental purchasing card usage and support compliant purchasing practices.
Work with the Director of LU Stages to monitor the departmental budget and appropriate expense allocations.
Assist leadership with budget oversight, reporting, projections, and annual planning.
Perform other duties as assigned and adhere to Liberty University policies.