NSU00293 - Fiscal Operations Coordinator for Academic Affairs

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 to support fiscal operations, procurement, and monthly reconciliation within the College/School.

The role reports to the Provost Office and coordinates department spending, PO processing, SPCC transactions, and year-end close while ensuring compliance with university policies and providing strong customer service to IT faculty, staff, students, vendors, and campus partners.

Qualifications

• Experience providing administrative or fiscal support in higher education.
• Experience with procurement, purchasing, accounts payable, or contract administration.
• Experience with ERP systems (Eva, Workday, Colleague, TeamDynamix).
• Experience administering SPCC transactions and reconciliations.

Responsibilities

• 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 requisitions, quotes, POs, renewals, and payments; monitor through completion.
• Process SPCC transactions, reconcile monthly expense reports, and ensure policy compliance.
• Complete timely fiscal year-end procedures in accordance with university guidelines.
• Assist executive administration support to the Provost Office, including 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 fiscal records and documentation per retention requirements and state regulations.
• Develop written documents and reports conveying information, guidelines, and standard procedures.
• Communicate information, guidelines, and procedures to stakeholders.
• Deliver outstanding customer service to IT faculty, staff, students, vendors, and campus partners.
• Identify opportunities to improve department processes and documentation.

Skills

Budget monitoring

Procurement coordination

Financial reconciliation

Communication

Customer service

Policy compliance

Tools

Eva

Workday

Colleague

TeamDynamix

Job description

Title

NSU00293 - Fiscal Operations Coordinator for Academic Affairs

State Role Title

Education Support Spec II

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

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.

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

Disability Accommodations

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.

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.