Program and Fiscal Support Specialist

1 week ago

Reston, Virginia, United States Commonwealth of Virginia Full time

About the Commonwealth of Virginia

The Commonwealth of Virginia is a fast-growing force for innovation in research and education. Our College of Engineering and Computing is a leading institution in the nation, with a strong focus on interdisciplinary collaboration and research.

About the Position

The Program and Fiscal Support Specialist will play a critical role in overseeing the general administrative and fiscal department operations. The incumbent will be responsible for coordinating departmental events, providing purchasing assistance to faculty and department leadership, and performing reconciliation for department expenses and travel.

Responsibilities

  • Purchasing:
    • Manage purchasing for professor and student research projects and ECE 492/493 senior design projects;
    • Responsible for monthly reconciliation of all purchases made in the department;
    • Responsible for bi-monthly budget monitoring;
    • Maintain appropriate filing systems for reconciled records;
    • Keep the department Chair and Associate Chairs apprised of daily operations concerns;
    • Serve as primary liaison with the College Financial Team, Mason Fiscal Services, Travel Office, and GMU Foundation.
  • Office and Administrative Support:
    • Provide support for faculty and student administrative needs;
    • Event planning and catering coordination for departmental events, outreach programs, and research related programs;
    • Travel coordination and reimbursement for non-GMU persons;
    • Maintain follow-up process for important and timely issues, and routinely check-in with Travel Office and Accounts Payable on status of requests;
    • Attend regular Travel and Purchasing trainings to stay abreast on current university rules and regulations concerning procedures for process of authorizations and reimbursements.
  • Other Programs Assistance:
    • Assist with requests for swipe card access;
    • Coordinate Telecom for the department;
    • Manage and update ECE's website;
    • Assist with answering office phone calls;
    • Other duties as assigned.

Required Qualifications:

  • High school diploma or equivalent;
  • Experience in procurement and processing financial transactions;
  • Experience creating spreadsheets with Excel;
  • Experience working independently to accurately achieve on-time objectives;
  • Experience performing work that requires attention to detail;
  • Experience working with and/or supporting diverse stakeholders and communicating in a positive, supportive, and collaborative manner;
  • Demonstrated skill and expertise using Microsoft Office, in particular MS Excel;
  • Knowledge in analyzing financial data, purchasing, and monitoring expenses;
  • Management of sensitive and confidential materials related to faculty, staff, and students;
  • Effective written and oral communication skills;
  • Excellent attention to detail and organization skills;
  • Demonstrated problem-solving and analytical ability.

Preferred Qualifications:

  • Bachelor's degree in a related field;
  • Experience working in a higher education setting, particularly with financial responsibilities;
  • Experience with Mason Finance Gateway, Ellucian Banner, and MicroStrategy;
  • Experience using Banner, Small Purchase Cards using Works, and purchasing using eVA;
  • Demonstrated experience using Microsoft Office Suite; experience using MS Teams for collaboration;
  • Experience with monthly financial reconciliation;
  • Experience processing journal vouchers;
  • Experience monitoring budgets;
  • Knowledge of P-Card and travel expense reimbursement processes;
  • Knowledge of accounting, finance, or business management, preferably in higher education.

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