Fiscal Operations Coordinator

Commonwealth of VA Careers; Hampton (VA); On-site; USD 55,000 - 60,000; Full time

Job summary

Virginia Peninsula Community College is seeking a Fiscal Operations Coordinator to manage day-to-day fiscal administration for the Educational Foundation and Office of Advancement, reporting to the Associate Vice President for Advancement. This role tracks expenditures, processes purchase orders, and ensures donor-restriction compliance.

The position requires strong communication, discretion with confidential information, and the ability to work independently or with a small team in a

Qualifications

• Knowledge of donor/constituent database management systems, preferably Raiser's Edge or a comparable CRM.
• Budget tracking, purchase order processing, and vendor coordination.
• Written and verbal communication, including drafting donor correspondence, gift acknowledgments, and Board meeting materials.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and general office technology.
• Ability to organize and manage multiple deadlines and competing priorities accurately.
• Discretion and confidentiality regarding donor, financial, and personnel information.
• Strong customer service to donors, vendors, Board members, and campus visitors.
• Ability to work independently and collaboratively in a small-team, deadline-driven environment.

Responsibilities

• Track and reconcile Foundation expenditures against approved budgets.
• Ensure spending complies with donor restrictions, grant terms, and Foundation policy.
• Process purchase requests and purchase orders and coordinates with vendors.
• Record, acknowledge, and report charitable gifts in the Foundation’s donor database.
• Coordinate Foundation Board meeting logistics (scheduling, agendas, minutes, action items).
• Maintain organized financial and donor records; greet visitors and handle general office correspondence.
• Provide administrative and fiscal support for annual giving campaigns and fundraising events.
• Handle confidential donor, financial, and personnel information with sound judgment.

Skills

Donor database management

Budget tracking

Purchase orders

Vendor coordination

Written & verbal communication

Microsoft Office

Deadline management

Discretion & confidentiality

Customer service

Independent & collaborative work

Tools

Raiser's Edge

CRM systems

Microsoft Office suite

Job description

Title: Fiscal Operations Coordinator

Agency: Virginia Peninsula Community College

Location: Hampton - 650

FLSA: Nonexempt

Hiring Range: $55,000 to $60,000

Full Time or Part Time: Full Time

Additional Detail

Job Description

Virginia Peninsula Community College is a two-year institution of higher education established as a part of a statewide system of community colleges. It primarily serves the residents of the cities of Hampton, Newport News, Poquoson, and Williamsburg, and the counties of James City and York.

The Fiscal Operations Coordinator provides day-to-day fiscal administration and office management support for the Virginia Peninsula Community College Educational Foundation and the Virginia Peninsula Community College Office of Advancement, reporting to the Associate Vice President for Advancement. This position tracks and reconciles Foundation expenditures against approved budgets; ensures spending complies with donor restrictions, grant terms, and Foundation policy; processes purchase requests and purchase orders and coordinates with vendors; and records, acknowledges, and reports charitable gifts in the Foundation’s donor database. The role also coordinates Foundation Board meeting logistics (scheduling, agendas, minutes, and action items), maintains organized financial and donor records, greets visitors and handles general office correspondence, and provides administrative and fiscal support for annual giving campaigns and fundraising events. The position requires sound judgment in handling confidential donor, financial, and personnel information and a working knowledge of Generally Accepted Accounting Principles (GAAP) and IRS nonprofit regulations.

This is a full-time restricted classified position. Continuation of employment is based on funding availability.

This position is designated as a Campus Security Authority. All employees are responsible employees and mandatory reporters.

Minimum Qualifications

Knowledge, Skills, and Abilities

• Knowledge of donor/constituent database management systems, preferably Raiser's Edge or a comparable CRM
• Skill in budget tracking, purchase order processing, and vendor coordination
• Skill in written and verbal communication, including drafting donor correspondence, gift acknowledgments, and Board meeting materials
• Skill in using Microsoft Office (Word, Excel, Outlook) and general office technology
• Ability to organize and manage multiple deadlines and competing priorities accurately
• Ability to exercise discretion and maintain strict confidentiality regarding donor, financial, and personnel information
• Ability to provide strong customer service to donors, vendors, Board members, and campus visitors
• Ability to work both independently and collaboratively in a small-team, deadline-driven environment

Required Qualifications

• Working knowledge of GAAP and IRS nonprofit regulations, including fund accounting and donor-restricted funds
• Ability to interpret and apply donor restrictions, grant terms, and Foundation policy to spending decisions
• Skill in budget tracking and reconciliation against approved spending plans
• Proficiency with donor database/CRM systems and standard financial/office software
• Ability to exercise sound judgment and discretion with confidential donor, financial, and personnel information
• Skill in clear written communication (correspondence, gift acknowledgments, board minutes, reports)
• Ability to coordinate board meeting logistics and support fundraising campaigns/events under deadline pressure
• Ability to independently manage multiple concurrent priorities with accuracy and attention to detail

Additional Considerations

Prior experience in bookkeeping, fundraising, fiscal administration, or office management is required. Experience in a nonprofit, foundation, or higher education advancement setting and familiarity with donor database systems.