Research Materials Fiscal Coordinator

Department: Library

Classification: Financial Svcs Specialist 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible, up to 2 days of telework

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience, no less than $55,000

Criminal Background Check: Yes

About the Department:

The University Libraries foster innovation, creativity, and imagination by facilitating and preserving access to scholarship and information, providing expert consultation in the research process, and actively teaching the effective and critical use of information. The Access & Resource Management (ARM) division works across the Libraries to support the University’s strategic goals and plan by acquiring, managing, and providing access to scholarly resources that enhance curricular and research needs. The division manages the lifecycle of the University Libraries’ scholarly collection from budget development to point of ordering to provision of access and all associated maintenance and assessment. The division is comprised of three departments: Collection Management, Discovery Services, and Access Services. Within ARM, the Collection Management department brings together the units of Resource Acquisition, Collection Assessment & Licensing, and Resource Sharing to provide holistic management of the Libraries’ research collections. The Resource Acquisition unit handles scholarly material requests from ordering to provision and maintenance of access to library users, while ensuring state and university procurement guidelines are followed and that the Libraries’ research materials budget is expended efficiently and appropriately each fiscal year.

About the Position:

The Research Materials Fiscal Coordinator coordinates workflow among functional areas in the Access and Resource Management (ARM) division relating to the spending of the research materials budget. Ensures accurate transactions and compliance with institutional and state requirements. Participates in fiscal planning activities, problem-solving, and project management. Assists with monitoring vendor performance, cost analysis, and establishing internal procedures. Essential in the end-of-fiscal-year budget planning and ensures the research materials budget is closed in an accurate and timely manner. This position requires a strong attention to detail and financial acumen. Provides data analysis, reporting, and documentation to support informed decision-making about library collections. Works closely with unit heads, managing the acquisition and access of electronic resources. Assists the Head, Resource Acquisition, in solving workflow issues related to approval plans, resolves complex invoice problems, and performs financial reporting activities on a daily basis. Works with the Resource Acquisition staff to ensure proper Records Management procedures are followed and maintained for Resource Acquisition. Participates in committees and/or workgroups as required to share knowledge, develop best practices, and advance the work of the Libraries.

Responsibilities:

Fiscal Tracking and Reporting

• Assists the Head, Resource Acquisition, with managing the expenditure of the research materials budget;
• Resolves workflow problems related to the receipt of approval plan materials, resolves complex invoice problems, and performs financial reporting activities;
• Maintains knowledge of university fiscal policies and works with the Head, Resource Acquisition to ensure proper accounting procedures and Commonwealth regulations are followed;
• Applies critical thinking skills and reconciles invoicing and Accounts Payable issues with vendors and the Commonwealth, and coordinates the material returns and credits;
• Applies eVA requirements and workflows to communications and procedures with vendors;
• Manages the required eVA paperwork and purchase orders for credit card purchases, one-time purchases, and vendors; and
• Projects and analyzes annual business with library vendors for managing eVA purchase orders and records. 

Acquisition and Payment Workflow

• In collaboration with the Head, Resource Acquisition, manages, coordinates, and resolves issues with the ordering, receiving, and payment of research materials;
• Assists with and coordinates workflows that cross multiple functions/areas within ARM;
• In consultation with unit heads, assists with acquisition issues and problem-solving; and
• Helps to determine, revise, and implement payment workflows and processes. 

Research Materials Budget

• Provides key input and leadership for projects relating to the Research Materials Budget - including special funds, journal vouchers, and cost shares;
• Advises staff in Resource Acquisition on payment, tax, and other fiscal issues; and
• Plays key role in annual fiscal year close of the research materials budget. 

Other duties as assigned

Required Qualifications:

• High school diploma or equivalent;
• Some experience handling invoices and payments;
• Experience with Excel, including the use of formulas;
• Experience collaborating across departments;
• Ability to effectively communicate and maintain positive working relationships with others;
• Basic accounting skills such as working with ledgers or requisitions, reviewing and/or processing payments;
• Demonstrated ability to manage multiple projects with competing deadlines and deliverables;
• Demonstrated ability to pay close attention to detail; and
• Ability to interpret and apply fiscal policies, procedures, and regulations.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience working in an academic, research library, or higher education environment;
• Advanced experience with Excel;
• Experience in budget or financial management;
• Experience with acquisitions or financial operations supporting library collections or information resources;
• Demonstrated knowledge with Virginia Commonwealth’s procurement regulations and procedures, including the eVA system; and
• Working knowledge of library service platforms (i.e. Alma).

Instructions to Applicants: 

For full consideration, applicants must apply for Research Materials Fiscal Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: October 3, 2025

For Full Consideration, Apply by:  October 17, 2025

Open Until Filled:  Yes