ICA Finance and Business Services Coordinator

Summary

The ICA’s Finance and Business Services Coordinator is responsible for day-to-day finance operations, including purchasing, reconciling financial records, and travel administration in support of the ICA’s finance and business operations. They are familiar with finance policies and procedures, and ensure that finance and business services are conducted in a compliant manner. The Finance and Business Services Coordinator works proactively to support the purchasing and travel needs of all ICA departments.
The Finance and Business Services Coordinator reports directly to the Managing Director, and works closely with staff from VCU’s offices of Procurement and Treasury Services.

Typical Duties

• Create and process in a timely manner purchase orders and other procurement-related activities, including BVAs and RFPs, and purchases that require contracts
• Regularly review open encumbrances to ensure timely payments to vendors
• Coordinate travel arrangements, both domestic and international, in Chrome River and Christopherson Business Services
• Work with hotel partners to facilitate bookings for guests and events
• Process travel advances and reimbursements
• Serve as a University purchasing card holder
• Interpret and apply University policies and procedures and performs fiscal responsibilities in compliance with applicable policies and procedures
• Perform monthly reconciliations of all department indexes, and ensures that reconciliation processes remain in compliance
• Attend relevant fiscal training sessions and communicate applicable information and updates to the ICA team; develop and conduct finance policy and procedure training for staff
• Carry out journal voucher entries, credit card deposits, cash deposits and other tasks necessary to support revenue streams, including shop sales, paid membership adoptions, and facility rentals
• File monthly sales tax, and maintain accurate sales tax records for shop operations
• Develop and maintain internal processes, using Google Apps and the ICA’s project management software, to facilitate and increase transparency in finance, travel, and revenue operations
• Run reports to facilitate budgeting and forecasting, as needed

Minimum Qualifications

Experience in a fast-paced, complex environment
Demonstrated customer service skills
Proficiency working with Google Apps, project management software, and Microsoft Office products
Demonstrated ability to handle multiple priorities simultaneously
Demonstrated ability to solve problems independently
Demonstrated ability to meet deadlines
Demonstrated ability to develop and maintain external and internal relationships
Demonstrated ability to work collaboratively
Ability to work openly and respectful within an inclusive environment; demonstrated experience working in and fostering a diverse staff, faculty and student environment, or a commitment to do so as a VCU employee

Preferred Qualifications

Graduation from an accredited college or university with a Bachelor’s degree in Business Administration, or related field, or an equivalent combination of education and experience
Demonstrated experience using budget/finance platforms Banner, Jaeger, Chrome River, and Christopherson

Application review will begin November 15, 2022.

Salary Range: $42,000-$47,000



Position Details:

Department: Institute for Contemporary Art
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt



Contact Information:

Contact Name: Traci Garland

Contact Email: thgarland@vcu.edu

Contact Phone: 804-828-1524