Nsu00293 - Fiscal Operations Coordinator For Academic Affairs

Commonwealth Of Virginia; Norwich; On-site; GBP 39,000 - 54,000; Full time

Job summary

Norfolk State University seeks a Fiscal Operations Coordinator to support fiscal operations, procurement, and monthly reconciliation processes within the Provost Office. The role focuses on coordinating procurement, ensuring compliance with policies, and delivering exceptional customer service across IT faculty, staff, students, vendors, and campus partners.

The position supports leadership and participates in improving business processes while maintaining accurate fiscal records and timely

Qualifications

• Monitor departmental expenditures, commitments, and available balances; identify variances, potential funding issues, and unusual transactions; communicate financial information and recommendations to leadership.
• Coordinate procurement activities for the department, including creating requisitions, obtaining quotes, processing purchase orders, vendor renewals, and payment requests; monitor through to completion.
• Process SPCC transactions, reconcile monthly expense reports, and ensure compliance with purchasing policies.
• Complete timely fiscal year-end procedures per university guidelines.
• Assist executive administration support to the Provost Office, managing complex fiscal operations, travel authorizations and expense reports.
• Ensure business practices comply with university and state policies.
• Identify, recognize, and resolve problems with established precedents and limited impact; refer non-standard questions to higher levels.
• Maintain organized and accurate fiscal records and supporting documentation per records retention requirements and state regulations.
• Develop written documents and reports conveying information, guidelines, and standard procedures.
• Communicate information, guidelines, and standard procedures.
• Deliver outstanding customer service as a resource for 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.

Responsibilities

• Monitor and report on departmental expenditures and available balances; flag variances to leadership.
• Coordinate procurement: requisitions, quotes, POs, renewals, and payments; track to completion.
• Process SPCC transactions and reconcile monthly expense reports in compliance with policies.
• Support Provost Office administration with fiscal ops, travel authorizations, and expense reports.
• Ensure compliance with university/state policies in all business practices.
• Document procedures and guidelines for the department and train staff as needed.
• Provide exceptional service to faculty, staff, students, vendors, and partners across divisions.
• Suggest improvements to office processes and documentation to increase efficiency.
• Handle confidential information with appropriate discretion and professionalism.
• Perform additional duties to support department goals when required.

Job description

Norfolk State University is seeking a Fiscal Operations Coordinator to support the effective and efficient management of fiscal operations, procurement, and financial reconciliation processes within the College/School. The Fiscal Operations Coordinator serves as a key member of the Provost Office 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.

Minimum Qualifications

• Monitor departmental 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 the Provost Office 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.

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.

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.

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.