Fiscal and Administrative Coordinator

Description

The Virginia College Advising Corps (VCAC) works to increase the number of low-income, first-generation, and underrepresented high school students who enter and complete higher education.  We seek a fiscal and administrative coordinator to advance our mission by providing outstanding support to VCAC operations.  Learn more about VCAC here: https://vcac.virginia.edu/

The successful candidate will be highly organized and detail-oriented, able to independently understand and interpret information, and use good judgment to perform their duties.  Clear, effective written and verbal communication is imperative.

VCAC is deeply committed to equity and inclusion and considers diversity to be a key part of our excellence. We seek applicants whose work experience and/or community involvement has prepared them to thrive in such an environment. We encourage applicants from historically underrepresented groups including racial and ethnic minorities, LGBTQ+, veterans, and people with disabilities.

This position will remain open until filled, with a target start date in December or January.   Review of applications begins October 19th.   This is a Non-Exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance.   Anticipated Hiring Range: $40,000 – $48,000 commensurate with education, experience, and demonstrated past performance.  The University will perform background checks on all new hires prior to employment.  For questions about the position or the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu. 

Job Duties

Job Responsibilities:

Fiscal and Grants Administration

• Administrative support for pre- and post-grant awards, including form creation and submission, correspondence, and follow-up, preparation of budget application submissions, execution of grant award documents

• Serves as subject matter expert for fiscal and grant functions, ensures compliance with policies and funding requirements.

• Manages fiscal processing including oversight of accounts receivable and accounts payable

• Prepares monthly reconciliations for multiple fund sources

• Coordinates and monitors grant and gift procedures to include monthly and quarterly cost share reporting, budget review and modification requests, compliance with grant and gift requirements and providing Executive Director with up-to-date guidance from partners including the Office of Sponsored Programs and AmeriCorps.

• Monitors program accounts, aligning costs with budget forecasting to streamline expense processing

• Timely depositing of all cash and other receipts or expenditure credits according to university procedures, ensuring all are recorded correctly

• Processes all travel and programmatic reimbursements, and purchase orders according to university procedures

• Executes cost transfers as necessary

• Advises and assists Executive Director on financial matters as needed, providing guidance on university financial policies and procedures.  Assists with annual budget development and oversight.

Human Resources and Payroll

• Responsible for all human resources and payroll functions for the office

• Manages the administrative requirements of searches for college adviser positions, including background check requirements for AmeriCorps

• Ensures that all employees complete and submit required personnel, payroll and other paperwork, including tax forms, and I-9’s

• Maintains college adviser personnel files, including requisite AmeriCorps documents

• Utilizes the LD Specialist responsibility to ensure accurate account allocations for labor distribution

Office Administration

• Provides administrative support for VCAC staff including scheduling, making travel arrangements, supply purchasing, and other administrative duties

• Files, prepares correspondence, sorts mail, photocopies, and sends mail

• Serves as the key facilities coordinator and maintainer

• Participates in the planning and execution of departmental policies and procedures

Events Coordination:

• Assists in the planning and implementation of office events including information sessions, receptions, and any major events

• Duties include coordinating travel, sending invitations and publicity, reserving venues, and ordering food

In addition to the above job responsibilities, other duties may be assigned.

Required Qualifications: 

• High School Diploma with at least four years’ experience is required.

Preferred Qualifications:

• Experience with accounts payable, accounts receivable, purchasing, payroll, grants administration, and budget management skills.

Additional Info

How to Apply:

Applications that do not contain all of the required documents will not receive full consideration, please note that multiple documents can be uploaded in the box.

Process for External Applicants: Please apply through Workday, and search for R0019210. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs,” and search for R0019210. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person’s perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.