NSU00167 - Fiscal Operations Coordinator for Academic Engagement

Norfolk State University; Norfolk (VA); On-site; USD 55,000 - 65,000; Full time

Job summary

Norfolk State University is seeking a Fiscal Operations Coordinator for Academic Engagement to manage departmental procurement, fiscal operations, and monthly reconciliations. The role supports leadership, ensures policy compliance, and fosters collaboration across Academic Affairs.

The position emphasizes customer service, accurate record-keeping, and process improvement, with responsibilities spanning travel authorizations, expense reporting, and coordination with IT faculty, staff, students,

Qualifications

• Experience providing administrative or fiscal support in an office setting.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills with professional interaction.
• Experience handling confidential information with discretion and professionalism.
• Proficiency with Microsoft Office Suite and ability to learn new software quickly.

Responsibilities

• Coordinate department procurement activities: create requisitions, quotes, purchase orders, renewals, and payments.
• Monitor budgets, expenditures, commitments, and balances; report variances and fiscal issues to leadership.
• Process SPCC transactions and reconcile monthly expense reports per university policies.
• Assist executive administration in managing complex fiscal operations, travel authorizations, and expense reports.
• Maintain compliant and organized fiscal records per state regulations and retention requirements.
• Develop written documents and reports conveying guidelines and procedures.

Skills

Administrative support

Fiscal management

Procurement

Customer service

Microsoft Office

Tools

eVA

Workday

Colleague

TeamDynamix (TDX)

Job description

Title: NSU00167 - Fiscal Operations Coordinator for Academic Engagement

State Role Title:Financial Services Spec I

Hiring Range: $55,000-$65,000

Pay Band: 4

Agency: Norfolk State University

Location:Norfolk State University

Agency Website:WWW.NSU.EDU

Recruitment Type: General Public - G

Job Duties

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.

• 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.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your 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.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

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. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.