Posting Details

Position Information

Job TitleAssistant to the Dean and Administrative Financial SpecialistDepartmentLearning and Technology Resources-Posting Number03271PLocationAnnandale, VA: 22003Full or Part TimeFull TimePosition End Date (if temporary)Required TravelRelocation CoveredSalary Range$48,000.00 - $55,000.00 Position Summary Information

Basic Function

Provides operational budget management and support to the dean and LTR units to including timely and accurate reporting across multiple accounts, including technology and equipment purchasing, as well as local and external grants. Supports the dean and units with purchasing and expenditures, including staffing, purchasing card, and professional development. Provides a broad range of administrative support to the dean and units. Assists the division Dean with special projects as assigned.

Duties and Responsibilities

Performs a broad range duties under general supervision that insure the division’s fiscal stewardship.

Budget oversight: accurately maintaining accounts across multiple AIS codes, tracking and reporting on college-related and external grant accounts, and campus technology and equipment fund expenditures. Preparation of budgets, tracking and clearing of encumbrances, process of expense transfers across multiple campus and college budgets.

Purchasing: Supports all purchasing across the division, including entry, tracking, and reconciliation in eVA. Provides operational oversight and outreach for the campus Educational Technology Fund purchasing process, serving as liaison to other divisions, campus and college IT.

Reporting: Reconcile and prepares in a timely manner monthly small business purchase card reports. Produces monthly budget status reports, and updates as needed. Tracks wage and student employee expenditures. Collates and provides analytical statistical reports for division leaders.

Administrative support: Serves as a divisional resource and acquires expert knowledge of college/campus processes, including but not limited to: budget, purchasing, travel (Chrome River), HR (hiring, maintaining confidential records), inventory, and scheduling, in order to provide resourceful, courteous, and effective support across the division.

Assists the dean and unit heads with organization and processing of college/campus projects, including scheduling and marketing.

Responsible for maintaining and updating division’s emergency preparedness and COOP activities. Serves as backup building warden, in the absence of the dean.

Provides resourceful, courteous, and effective public service to campus and community constituents. Works at public service station (Circulation Desk) in the Library on rotating schedule and as backup.

Assists the division Dean and unit heads with special projects as assigned.

Minimum Qualifications

Bachelors degree in Business, Accounting or related field, or equivalent applicable experience and/or training. Experience providing customer service to a diverse population. Experience in financial recording and account management. Strong Excel experience; creating, managing, and updating complex spreadsheets.

Preferred Qualifications

Prior higher education experience, including libraries and educational technology. Experience with accounting and purchasing, ideally w/in the Commonwealth of Virginia/Virginia Community College System. Several years of bookkeeping experience. Experience with ChromeRiver, eVa, or other financial software.

Required Knowledge, Skills, and Abilities

Excellent accounting or financial management skills/experience. Proficiency in eVA (Purchasing), NATS (HR), AIS/SIS (Peoplesoft) and MS Office Suite (in particular, Excel) to include database management. Ability to provide consistent and accurate reconciliation of division accounts on daily/weekly/monthly basis.

Excellent written and verbal communication skills. Excellent customer service skills. Detail-oriented and organized, with an ability to perform effectively under general supervision and demonstrate initiative and flexibility in identifying ways to organize and execute tasks. Team oriented, and able to communicate and partner effectively with internal and external constituents. Interested in learning new programs and/or developing new skills.

Flexibility to adjust duties as college/campus needs and organization requires. Supervisory experience or willingness to develop supervisory skills. Knowledge of college/university systems helpful.

Operation of a State VehicleSeldom Posting Detail Information

Open Date08/08/2019Close DateOpen Until FilledYesSpecial Instructions to ApplicantsBackground Check Statement

The selected candidate’s offer is contingent upon the successful completion of an extensive criminal background
investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of
education, credit checks (relevant to employment), and other checks requested by the VCCS and NOVA such as
I-9 and E-Verify requirements. Additionally, selected candidates may be required to complete the Commonwealth’s
Statement of Economic Interest.

Additional InformationSupplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelor degree in Business, Accounting or related field; or equivalent applicable experience and/or training?
   • Yes
   • No
2. * Do you have experience providing customer service to a diverse population?
   • No
   • Yes
3. * Do you have experience in financial recording and account management?
   • Yes
   • No
4. * Do you have strong Excel experience; creating, managing, and updating complex spreadsheets?
   • No
   • Yes
5. * Do you have prior higher education experience; including libraries and educational technology?
   • Yes
   • No
6. * Do you have experience with accounting and purchasing; ideally w/in the Commonwealth of Virginia/Virginia Community College System?
   • Yes
   • No
7. * From the following, please select your years of bookkeeping experience?
   • 0 to 3 years experience
   • 4 to 6 years experience
   • 7 or more years experience

Applicant DocumentsRequired Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. Unofficial Transcripts
2. Other Document