Nsu00167 - Fiscal Operations Coordinator For Academic Engagement

Commonwealth Of Virginia; Norwich; On-site; GBP 41,000 - 56,000; Full time

Job summary

Norfolk State University seeks a Fiscal Operations Coordinator for Academic Engagement to oversee procurement, budgeting, and monthly reconciliations, providing strong customer service and ensuring compliance with university policies.

Responsibilities include monitoring budgets, processing SPCC transactions, coordinating purchase orders, and maintaining fiscal records while supporting leadership and campus partners.

Qualifications

• Experience providing administrative, fiscal, procurement, or customer service support in a professional office environment.
• Strong written and verbal communication skills with the ability to interact professionally with employees, leadership, vendors, and campus partners.
• Experience coordinating multiple priorities while meeting deadlines in a fast-paced environment.

Responsibilities

• Monitor departmental budgets, expenditures, commitments, and balances; identify variances and communicate recommendations to leadership.
• Coordinate procurement activities: requisitions, quotes, purchase orders, renewals, and payments; monitor through completion.
• Process SPCC transactions and reconcile monthly expense reports per university and Commonwealth policies.
• Complete timely fiscal year-end procedures per university guidelines.
• Assist executive administration with travel authorizations and expense reports.

Skills

Administrative support

Fiscal operations

Budget monitoring

Procurement coordination

Customer service

Attention to detail

Policy compliance

Problem solving

Written & verbal communication

Team collaboration

Tools

eVA

Workday

Colleague

TeamDynamix

Job description

The Fiscal Operations Coordinator serves as a key member of Academic Engagement and is responsible for coordinating the department's procurement, fiscal operations and monthly reconciliation processes. This position provides exceptional customer service while supporting leadership, supporting departmental operations and business processes, ensuring compliance with university policies, and fostering strong collaborative relationships across the Division of Academic Affairs.

Job Description

• Monitor departmental budgets, expenditures, commitments, and available balances; identify variances, potential funding issues, and unusual transactions; and communicate financial information and recommendations to appropriate leadership.
• Coordinate procurement activities for the department, including creating requisitions, obtaining quotes, processing purchase orders, vendor and software renewals, and payment requests and ensure process is monitored through completion.
• Process Small Purchase Charge Card (SPCC) transactions, reconcile monthly expense reports, and ensure compliance with university and Commonwealth of Virginia purchasing policies.
• Complete timely fiscal year-end procedures in accordance with university guidelines.
• Assist the executive administration support to Academic Engagement including managing complex fiscal operations, preparing travel authorizations and expense reports.
• Ensure business practices are in compliant with university and state policies.
• Identify, recognize, and resolve problems that have established precedents and limited impact. Refers non-standard questions and problems to higher levels.
• Maintain organized and accurate fiscal records and supporting documentation in accordance with university records-retention requirements and applicable state regulations.
• Develop written documents and/or reports conveying information, general guidelines, and standard procedures.
• Communicate information, general guidelines, and standard procedures.
• Deliver outstanding customer service while serving as a resource for all IT faculty, staff, students, vendors, and campus partners.
• Identify opportunities to improve business office processes, documentation, and operational efficiencies.
• Exercise sound judgment, discretion, and professionalism while managing confidential information.
• Perform additional duties as assigned in support of department goals.

Minimum Qualifications

• 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 while meeting deadlines in a fast-paced environment.
• Demonstrated ability to organize work, exercise sound judgment, and maintain a high level of accuracy and attention to detail.
• Strong written and verbal communication skills with the ability to interact professionally and effectively with employees, leadership, vendors, and campus partners.
• Demonstrated problem-solving skills with the ability to analyze situations, identify solutions, and follow issues through to completion.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Experience maintaining confidential and sensitive information with discretion and professionalism.
• Proficiency using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications and business systems.

Additional Considerations

• Experience providing administrative or fiscal support within higher education.
• Experience with procurement, purchasing, accounts payable, or contract administration.
• Experience working with enterprise resource planning (ERP), 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.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your RMS account to check the status of your application for this position.
Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to university employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

EEO Statement
NSU is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities and veterans to apply.

Contact Information

Name: NORFOLK STATE UNIVERSITY

Phone: [phone]

Email: No Email Material Accepted

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter.

NSU00167 - Fiscal Operations Coordinator for Academic Engagement • Norfolk