Administrative & Fiscal Coordinator

Administrative & Fiscal Coordinator

Reporting to the Director of IT Business Services, the Administrative & Fiscal Coordinator serves as a key member of the IT Business Office and is part of the team responsible for coordinating the department's procurement, fiscal, human resources, and administrative operations for approximately 110 employees. This position provides exceptional customer service while supporting executive leadership, supporting departmental operations and business processes, ensuring compliance with university policies, and fostering strong collaborative relationships across the university community.

• Bachelor's degree from an accredited institution or an equivalent combination of training, education and/or experience.
• 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 supporting executive leadership through complex calendar management, meeting coordination, and travel arrangements.
• 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.

• Experience providing administrative or fiscal support within higher education.
• Experience with procurement, purchasing, accounts payable, or contract administration.
• Experience supporting Human Resource functions, including recruitment and onboarding.
• Experience working with enterprise resource planning (ERP), productivity systems and applications such as Workday, Banner, Qlik, and BuyW&M (Jaggaer), Team Dynamix (TDX), and America to Go (ATG).
• Experience administering Small Purchase Charge Card (SPCC) transactions and reconciling procurement card expenses.
• Working knowledge of information technology terminology, software applications, and IT Business Operations.

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times etc., as directed and approved by the supervisor.
• Information Security:
  This position requires administrative access to the university's information systems and/or sensitive university data. This incumbent is expected to be aware of and adhere to the Information Security policies of the university as well as all applicable federal, state, and local laws. Additionally, the incumbent is expected to follow information security best practices applicable to their job and pursue information security and awareness opportunities when possible.

40%- Procurement, Purchasing, & Financial Operations:

• Coordinate procurement activities for the department, including creating requisitions, obtaining quotes, processing purchase orders, vendor and software renewals, and payment requests.
• Process Small Purchase Charge Card (SPCC) transactions, reconcile monthly expense reports, and ensure compliance with university and Commonwealth of Virginia purchasing policies.
• Review and approve campus technology procurement requests routed through IT to ensure required approvals and supporting documentation are complete and compliant with procurement procedures.
• Monitor purchase orders, invoices, and vendor payments to ensure timely receipt, payments and follow-ups.
• Coordinate the receipt,…