Financial Operations Coordinator

2 months ago

Reston, Virginia, United States Commonwealth of Virginia Full time

Department: University Life

Classification: Financial Services Specialist 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 04

Salary: Salary range starting in the low $50k's; commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The UL Operations and Planning team is dedicated to being a reliable and strategic ally by aligning shared services and resources to support the mission of University Life, which focuses on enhancing student learning, development, and success. Our achievements are measured by our ability to: deliver precise information in a clear, engaging, and timely manner to students, faculty, and staff; foster evidence-based practices to inform decision-making; coordinate strategic planning processes that promote divisional goals and outcomes; integrate and support technology systems that enhance the student experience and operational efficiency; facilitate effective recruitment and retention processes for talented, diverse, and engaged employees; and optimize financial resources while ensuring compliance with university policies.

About the Position:

The Financial Operations Coordinator plays a vital role in assisting the Budget & Finance Manager with daily financial and business operations. This includes processing procurement transactions, conducting financial reconciliations, and aiding in budget management along with other finance-related tasks. This position will also provide support to the Director of Business Strategy, Assistant Vice President for University Life, and other leaders within University Life.

Responsibilities:

  • Assists with processing journal vouchers, budget transfers, stipends, and tuition payments to ensure accuracy and timeliness;
  • Provides travel reimbursement assistance to the UL Central office to guarantee accurate and prompt reimbursements;
  • Supports HR functions including hiring students, hourly employees, and university affiliates, and processes electronic personnel action forms to ensure correct payments and service dates;
  • Manages spending requests for UL Central, including purchase orders, reimbursements, and small purchase card transactions in accordance with federal, state, and university policies to ensure timely ordering and payment;
  • Oversees P-card transactions and submits monthly approvals for UL central staff to support UL units and ensure timely processing of purchases;
  • Offers financial assistance to offices within University Life to ensure consistency and accuracy in financial reporting across all units;
  • Analyzes monthly financial conditions of units and identifies discrepancies to managers to maintain data accuracy and integrity of financial reports;
  • Monitors unit financial activity alongside the Budget & Finance Manager and assists with financial reports as necessary to support units and ensure transaction accuracy;
  • Manages access requests for HR, Banner, eVA, and other systems approved by the Banner liaison to ensure appropriate employee access;
  • Aids in the monthly financial reconciliation process to support the Budget and Finance Manager in ensuring accuracy and appropriateness of all financial transactions in line with university policies;
  • Ensures the accuracy of position budgets and labor distributions to facilitate the monthly reconciliation process;
  • Assists with division financial projects as required;
  • Aids in the creation of financial reports for the Operations & Planning team;
  • Updates and tracks one-time purchase expense reports to maintain an accurate balance of available central funding;
  • Generates MicroStrategy reports as needed to support the UL central financial management team.

Required Qualifications:

  • High school diploma or equivalent;
  • Experience in procurement and processing financial transactions;
  • Proficiency in creating spreadsheets using Excel;
  • Ability to work independently to meet deadlines accurately;
  • Attention to detail in all tasks;
  • Experience in working with diverse stakeholders and communicating positively and collaboratively;
  • Demonstrated skill in using Microsoft Office, particularly Excel;
  • Knowledge of financial data analysis, purchasing, and expense monitoring;
  • Effective written and verbal communication skills;
  • Strong organizational skills and attention to detail;
  • Ability to work independently and collaboratively with other Budget Managers within University Life;
  • Proven problem-solving and analytical skills.

Preferred Qualifications:

  • Bachelor's degree in a related field;
  • Experience in a higher education environment, particularly with financial responsibilities;
  • Familiarity with Banner, Small Purchase Cards using Works, and purchasing through eVA;
  • Demonstrated experience with Microsoft Office Suite; experience using Teams for collaboration;
  • Experience in monthly financial reconciliation;
  • Proficiency in using MicroStrategy for generating financial and HR reports;
  • Experience in processing journal vouchers, labor redistributions, and electronic personnel action forms;
  • Experience in developing and monitoring budgets;
  • Knowledge of P-Card and travel expense reimbursement processes;
  • Understanding of accounting, finance, or business management, preferably in higher education.

Instructions to Applicants:

For full consideration, applicants must apply for the Financial Operations Coordinator position and submit the online application, including three professional references with contact information, along with a cover letter and resume.

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