Fiscal Operations Coordinator

Virginia's Community College System; Richmond (VA); On-site; USD 55,000 - 60,000; Full time

Job summary

Virginia Peninsula Community College is seeking a Fiscal Operations Coordinator to provide day-to-day fiscal administration and office management support for the Educational Foundation and Office of Advancement. You will track expenditures, ensure donor restrictions are respected, and process purchases.

Reporting to the Associate Vice President for Advancement, the role also coordinates board meeting logistics, maintains donor records, and supports annual giving campaigns, while handling

Qualifications

• Knowledge of GAAP and IRS nonprofit regulations as applied to donor funds
• Experience with budget tracking and reconciliation
• Proficiency with donor databases/CRM systems and standard office software
• Strong written communication for donor correspondence and board materials
• Ability to coordinate board meeting logistics and fundraising campaigns/events
• Ability to manage multiple deadlines with accuracy and discretion
• Excellent customer service to donors, vendors, and campus visitors
• Ability to work both independently and in small teams

Responsibilities

• Provide day-to-day fiscal administration for the Educational Foundation and Office of Advancement
• Track and reconcile expenditures against approved budgets and donor restrictions
• Process purchase requests and purchase orders; coordinate with vendors
• Maintain donor records and acknowledge charitable gifts
• Coordinate Foundation Board meeting logistics (scheduling, agendas, minutes)
• Support annual giving campaigns and fundraising events
• Handle confidential donor, financial, and personnel information with sound judgment

Skills

Budget tracking

Donor/constituent database management

Purchase orders

Vendor coordination

Written and verbal communication

Microsoft Office

Deadline management

Discretion and confidentiality

Customer service to donors

Independent and collaborative work

Tools

Raiser’s Edge

Job description

Working Title Fiscal Operations Coordinator Role Title Finan Svcs Spec I Role Code 19031-SW FLSA Nonexempt Pay Band 04 Position Number 293R0299 Agency Virginia Peninsula Community College Division Virginia Peninsula Community College (Div) Work Location Hampton - 650 Hiring Range $55,000 to $60,000 Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule

Generally, Monday – Friday, 8 a.m. to 5 p.m. Occasional evenings and weekends.

Sensitive Position No 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.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required 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.

EEO Statement

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.