Operations & Budget Coordinator II

Liberty University; Lynchburg (VA); On-site; USD 44,000 - 50,000; Full time

Job summary

Liberty University in Lynchburg, VA seeks the LU Stages Operations & Budget Coordinator to coordinate budget planning, procurement, and guest-related processes for LU Stages.

You will manage contracts, track expenses, prepare reports, and support leadership with annual planning, ensuring compliance with university policies.

This role requires a four-year degree and 2–3 years in a professional office setting, with strong Excel and budget-tracking skills.

Qualifications

• Four-year college degree or the equivalent.
• 2-3 years+ experience in professional office environment.
• Master’s degree (preferred).
• Experience working in higher education.
• Proficiency in Microsoft Excel to support departmental budgeting and tracking.
• Data experience in Banner, Assist, BuyLU, and Emburse Expense Management.

Responsibilities

• Facilitates compliance with Procurement, Legal, Accounting, and HR requirements, including ICQ forms and supplier setup.
• Coordinates contract processing and payment documentation with university offices.
• Submits requisitions and purchase orders for guests and contracted services.
• Processes invoices against LU Stages purchase orders and ensures timely payments.
• Maintains guest budgets, records, and travel documentation for LU Stages events.
• Tracks Convocation guest expenses and supports budget meetings and reporting.

Skills

Excel

Education

Four-year college degree or the equivalent

2-3 years+ experience in professional office environment

Tools

Banner

Assist

BuyLU

Emburse Expense Management

Job description

Responsible for facilitating the coordination and development ofvarious initiatives and projects within the Office of SpiritualDevelopment (OSD).

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The LU Stages Operations & Budget Coordinator providesadministrative and budgetary support for LU Stages by managingcontracts, procurement processes, guest travel and payments,purchase orders, expense reconciliation, and departmental records.Ensures compliance with university policies while maintainingaccurate tracking systems and assisting leadership with budgetoversight, reporting, and annual planning.

Guest Contract Development and Procurement Procedures

• Facilitates compliance with Procurement, Legal, Accounting, andHuman Resources requirements, including Independent ContractorQuestionnaires (ICQs), supplier creation, BuyLU requisitions,purchase orders, and related documentation.
• Coordinates contract processing and payment documentation inaccordance with university policies and procedures.
• Works with the Executive Director of Operations for OSD tosubmit ICQ forms for LU Stages suppliers.
• Obtains W-9 forms and submits New Supplier Requests inBuyLU.
• Updates supplier information in BuyLU, as needed.
• Submits Contract Request Forms for redlined or externalcontracts and coordinates the approval and signature process withthe appropriate university offices.
• Submits requisitions and purchase orders for guests andcontracted services.
• Processes invoices against standing LU Stages purchase ordersthroughout the year to support timely payment.
• Follows up with Accounts Payable to help ensure payments areissued in accordance with contract terms.

Guest Experience Administration

• Oversees individual guest budgets, including honorariums,airfare, lodging, and travel reimbursements.
• Maintains accurate guest records, contracts, travelinformation, receipts, and supporting documentation.
• Ensures travel, lodging, reimbursement, and contractdocumentation is completed accurately and according to establisheddeadlines.
• Maintains organized electronic records in OneDrive and otherapproved departmental tracking systems.
• Maintains records that support departmental reporting,budgeting, and event planning.
• Tracks Convocation guest expenses and keeps theTravel/Honorarium spreadsheet current.
• Participates in regular budget meetings with LU Stages and OSDleadership.
• Following each event, attaches required travel receipts anddocumentation to the applicable purchase order to process guestreimbursements.

Budget Planning, Tracking, and Reconciliation

• Creates purchase order receipts and helps ensure purchaseorders are reconciled and closed by the end of the fiscalyear.
• Tracks general LU Stages spending and maintains accurate budgetrecords.
• Assists the Director of LU Stages and Executive Director ofOperations for OSD with annual budget planning and Anaplansubmissions.
• Reconciles monthly expense reports on behalf of LU Stages staffin accordance with university policies.
• Monitors departmental purchasing card usage and supportscompliant purchasing practices.
• Works with the Director of LU Stages to monitor thedepartmental budget and the appropriate allocation ofexpenses.
• Assists leadership with budget oversight, reporting,projections, and annual planning.

Performs other duties as assigned.

Strictly adheres to Liberty University policies, representing theUniversity in an exemplary manner.

Works effectively as a team member, embracing and fostering LU’sChristian model and Mission - Training Champions for Christ.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS AND CREDENTIALS

Education andExperience

Four-year college degree or the equivalent.

2-3 years+ experience in professional office environment.

Preferred Experience

Master’s degree

Experience working in higher education.

Proficiency in Microsoft Excel to support departmental budgetingand tracking.

Data experience in Banner, Assist, BuyLU, and Emburse ExpenseManagement.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THEJOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writingto convey clear, well articulated information.
• Ability to understand, speak, and write English in order toconvey messages and correspond in an articulate and professionalmanner.
• Possess public communication skills that allow professionalrepresentation of Liberty University.
• Strong organizational skills.
• Excellent computer skills.

Problem Solving

• Intuitively able to reason, analyze information and events, andapply judgment in order to solve problems of both a routine andcomplex nature.

Physical and Sensory Abilities

• Occasionally required to travel to local and campuslocations.
• Regularly required to sit to perform deskwork or type on akeyboard.
• Regularly required to hear and speak in order to effectivelycommunicate orally.
• Regularly required to stand, walk, and climb stairs to moveabout the campus.
• Handle materials, reach overhead, kneel or stoop in order toconduct business.
• Regularly lift 10 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform theessential functions of this position is a climate-controlledsetting. It is well lighted, and the noise level is moderate.Working environment may include facilitation of events outdoorsoccasionally. (Edit for duties performed outside officeenvironment.)

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required fortravel in the performance of the essential functions of thisposition. Proof of a valid Virginia driver’s license, an acceptableDMV record, and liability insurance is required.

Time Type

Full time

Location

Onsite - Remote Capable

Pay Range

Compensation is determined based on factors such as qualifications,experience, education, skills, and certifications, along withUniversity needs and external market conditions. Market benchmarksmay be used, as appropriate, in combination with internal equity toensure pay is fair and aligned with the broader compensationstructure.

$44,000.00 - $50,000.00

The University is an Equal Opportunity Employer. We believe itis our moral and legal obligation to meet the responsibility offensuring that all management practices regarding employees areconducted in a nondiscriminatory manner. In compliance with TitleVII of the 1964 Civil Rights Act, and other applicable federal andstate statutes, all recruiting, hiring, training, and promoting forall job classifications will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including state of employment protectedclasses. It is, therefore, our policy and intention to evaluate allemployees and prospective employees strictly according to therequirements of the job. All personnel related activities such ascompensation, benefits, transfers, job classification, assignments,working conditions, educational assistance, terminations, layoffs,and return from layoffs, and all other terms, conditions andprivileges of employment will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including all applicable state of employment protected classes. The University is a Christianreligious-affiliated organization; and as such, is not subject toreligious discrimination requirements. The University’s hiringpractices and EEO discrimination practices are in full compliancewith both federal and state law. Federal law creates an exception to the "religion" component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.