Financial Operations Coordinator

Department: Advancement and Alumni Relations

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time/20 hrs per week

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The George Mason University Office of Advancement and Alumni Relations is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include: development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services.

Advancement’s mission is to build strong, lifelong relationships with George Mason University’s alumni and constituents while matching their philanthropic interests with the university’s aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, transparency, and creativity are the values that guide our work and culture.

About the Position:

The Financial Operations Coordinator is a part-time position, typically 20 hours per week, that provides accounting and clerical support to the Central Advancement Financial team. This position’s main responsibilities include: processing expenditures, reconciling accounts, procurement, answering questions about purchasing, and maintaining the department’s purchasing files and Purchasing Trackers on Monday.com. This position will also help pull financial reports and gather financial data.

Please Note: Due to the nature of the confidential information this position works with, current Mason students
CAN NOT be considered for this position.

Responsibilities:

Purchasing & Reconciling Management

• Purchases goods and services using the eVA procurement system; enters eVA confirming orders as necessary and submits invoices for payment;
• Maintains division-wide P-Card and GMUF card for purchases; reconciling expenses on a regular basis;
• Reviews and processes all account payable invoices, purchases, and travel requests for University (E&G) and Foundation funds allocated to The Office of Advancement and Alumni Relations;
• Processes all vouchers for Central Advancement;
• Serves as a customer service representative in the Advancement & Alumni Relations office for all procurement and related inquiries from office personnel;
• Researches products and gets quotes for purchases for review. Creates and presents findings to review with supervisor;
• Coordinates travel and hotel arrangements for staff professional development;
• Ensures Lessons Learned are collected;
• Reconciles OSP accounts and State JVs for GMUF;
• Maintains and organizes all purchasing and accounts payable financial records for both the State and Foundation accounts; ensures compliance;
• Maintains tracking of purchases, POs, travel requests and contracts in Monday.com;
• Researches and implements boards and forms on Monday.com to improve efficiencies within the Advancement Finance team; and
• Pulls financial reporting from MicroStrategy, MIP and FAO to assist with financial analysis.

Financial Point of Contact & Trainer

• Serves as point of contact for all questions related to Finance, Travel, and Procurement;
• Applies knowledge of accounting functions or principles, general business practices, collection procedures, and/or applicable computer systems to assist customers with financial inquiries;
• Applies knowledge of state and federal laws, rules, and regulations;
• Applies understanding of allowable expenses for University (E&G) and Foundation transactions; requests additional detail/support from employees and/or vendors;
• Creates guides and resources to help staff through all procurement processes;
• At the guidance of the supervisor, updates finance, travel, and procurement policies for the office to ensure that they align with the organizational goals;
• Trains staff regarding the processing of travel authorizations and reimbursements;
• Trains staff on all financial systems to include BoA Works and Mason Finance Gateway;
• Trains staff on all finance, travel, and procurement procedures to include how to properly utilize State and GMUF funds; and
• Creates and maintains documentation of financial and record maintenance procedures.

Other duties as assigned

• Handles any special projects as directed by the Central Advancement Finance Team within the scope of the role.

Required Qualifications:

• Proficiency in Excel including v-lookups, pivot tables, IF/AND/OR/NOT functions;
• Proficiency in Microsoft Office Suite applications;
• Strong attention to detail;
• Ability to organize and multi-task across multiple accounts;
• Ability to work independently, prioritize workload, and follow up on all processes;
• Ability to communicate effectively both orally and in writing;
• Ability to organize work, multi-task, self-initiate tasks, and bring them to closure;
• Ability to handle sensitive and confidential information in a timely and accurate manner;
• Ability to work collaboratively, meet deadlines, anticipate problems, and proactively alert supervisor;
• Ability to research, investigate, reconcile, and evaluate data related to financial operations;
• Skill in accounting, finance, or business management; and
• Skill in procurement and account reconciliation.

Preferred Qualifications:

• Knowledge of Micro-Strategy, Banner Finance, and e-Print administration systems; and
• Knowledge of George Mason policies, procedures, and programs related to procurement.

Instructions to Applicants: 

For full consideration, applicants must apply for Financial Operations Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, one of which must be a current supervisor, and provide a Cover Letter/Letter of Intent with a Resume for review.

Posting Open Date: March 26, 2025

Posting Close Date: April 9, 2025

Open Until Filled:  No