Fiscal & Administrative Coordinator, School of Medicine, Dean's Office-Finance

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education.

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Position Summary:

Fiscal & Administrative Coordinator performs entry-level professional work requiring an in-depth knowledge of one or more specialized functional areas which may include finance, accounting, procurement, budget, or treasury. Their work involves initiating and maintaining records and files pertinent to the receipt and disbursement of authorized funds; supplying accounting information and reports to a supervisor and/or executive management team; providing monthly reports and information for all accounts concerning allowed expenditures, commitments and balances; preparing and/or reviewing procurement, travel, petty cash, deposits, and other fiscal documents; monitoring budgets to determine trends or needs for adjustment; and tracking associated student appointments and expenses. They work as a member of the SOM Dean's Business Operations Shared Services team. They work under general supervision, making basic decisions independently and referring unprecedented issues to an upper-level manager.

Core Responsibilities:

• Responsibility 1 (20%): Execute fiscal transactions and maintain a high-level knowledge in areas related to procurement, travel, reimbursements, Banner finance, and other fiscal areas.
• Responsibility 2 (20%): Perform monthly reconciliations for Banner indexes, including payroll, and review with appropriate Directors for approval. Management of monthly department specific fiscal duties. Prepare and deliver both regular and ad hoc reports on expenditures and projections of future expenditure needs.
• Responsibility 3 (5%): Serve as a point of contact for faculty and staff for questions on fiscal transactions and provide a high level of proactive customer service related to fiscal coordination. Train and serve as Fiscal Support for departments.
• Responsibility 4 (10%): Student Appointment Letters, and MOUs. This requires collaboration between faculty mentors, research administrators and operations team for grant support calculations and funding verification. Most appointments are not in congruence with the AY and many students are from outside SOM. Must maintain knowledge of how each of these differences impact the support and track for future renewals. Both detail oriented and fiscally responsible tasks.
• Responsibility 5 (20%): Annually creates and maintains the active student spreadsheets and folders for student data. Organization of folders for trackers and individual student activity. Act as liaison between students, department, and C/I organizations to track active students by meeting regularly with mentor faculty. Keeping records via trackers in the respective folders for each C/I. Students each have an activity folder for historical accuracy with pdf emails from HR, Faculty mentors, Research administration and the Operations staff.
• Responsibility 6 (5%): Assist in tracking information regarding current and past trainees supported by training grants. Regular communication to maintain records for current and past trainees. Contact information, updated work and grant status, research updates on publications and demographics. Routine, annual and renewal data is required and complex. Includes maintaining information about Faculty Mentors, their contact information, biosketches, CVs for use during the annual report and renewal application process.
• Responsibility 7 (10%): Collect student account information regarding tuition and fees owed for supported students and prepare a tuition summary for each organization and department. Prepare the necessary graduate student support documents (GSSF) to pay tuition and fees.
• Responsibility 8 (5%): Attend meetings for grants that support students in the department and C/I organizations. Take minutes as necessary, contribute and collect information about students supported by the grants. Liaison to the students for VCU policies, benefits, performance evaluation process, resource access and building access.
• Responsibility 9 (5%): Demonstrate a commitment to risk assessment (considering cost, benefit, and impact) and risk management.

Position will remain open until filled.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!