Operations & Budget Coordinator II

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The LU Stages Operations & Budget Coordinator provides administrative and budgetary support for LU Stages by managing contracts, procurement processes, guest travel and payments, purchase orders, expense reconciliation, and departmental records. Ensures compliance with university policies while maintaining accurate tracking systems and assisting leadership with budget oversight, reporting, and annual planning.

Guest Contract Development and Procurement Procedures

• Facilitates compliance with Procurement, Legal, Accounting, and Human Resources requirements, including Independent Contractor Questionnaires (ICQs), supplier creation, BuyLU requisitions, purchase orders, and related documentation.
• Coordinates contract processing and payment documentation in accordance with university policies and procedures.
• Works with the Executive Director of Operations for OSD to submit ICQ forms for LU Stages suppliers.
• Obtains W-9 forms and submits New Supplier Requests in BuyLU.
• Updates supplier information in BuyLU, as needed.
• Submits Contract Request Forms for redlined or external contracts and coordinates the approval and signature process with the appropriate university offices.
• Submits requisitions and purchase orders for guests and contracted services.
• Processes invoices against standing LU Stages purchase orders throughout the year to support timely payment.
• Follows up with Accounts Payable to help ensure payments are issued in accordance with contract terms.

Guest Experience Administration

• Oversees individual guest budgets, including honorariums, airfare, lodging, and travel reimbursements.
• Maintains accurate guest records, contracts, travel information, receipts, and supporting documentation.
• Ensures travel, lodging, reimbursement, and contract documentation is completed accurately and according to established deadlines.
• Maintains organized electronic records in OneDrive and other approved departmental tracking systems.
• Maintains records that support departmental reporting, budgeting, and event planning.
• Tracks Convocation guest expenses and keeps the Travel/Honorarium spreadsheet current.
• Participates in regular budget meetings with LU Stages and OSD leadership.
• Following each event, attaches required travel receipts and documentation to the applicable purchase order to process guest reimbursements.

Budget Planning, Tracking, and Reconciliation

• Creates purchase order receipts and helps ensure purchase orders are reconciled and closed by the end of the fiscal year.
• Tracks general LU Stages spending and maintains accurate budget records.
• Assists the Director of LU Stages and Executive Director of Operations for OSD with annual budget planning and Anaplan submissions.
• Reconciles monthly expense reports on behalf of LU Stages staff in accordance with university policies.
• Monitors departmental purchasing card usage and supports compliant purchasing practices.
• Works with the Director of LU Stages to monitor the departmental budget and the appropriate allocation of expenses.
• Assists leadership with budget oversight, reporting, projections, and annual planning.

Performs other duties as assigned.

Strictly adheres to Liberty University policies, representing the University in an exemplary manner.

Works effectively as a team member, embracing and fostering LU’s Christian model and Mission - Training Champions for Christ.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Four-year college degree or the equivalent.

2-3 years+ experience in professional office environment.

Preferred Experience

Master’s degree

Experience working in higher education.

Proficiency in Microsoft Excel to support departmental budgeting and tracking.

Data experience in Banner, Assist, BuyLU, and Emburse Expense Management.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writing to convey clear, well articulated information.
• Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Possess public communication skills that allow professional representation of Liberty University.
• Strong organizational skills.
• Excellent computer skills.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.

Physical and Sensory Abilities

• Occasionally required to travel to local and campus locations.
• Regularly required to sit to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate orally.
• Regularly required to stand, walk, and climb stairs to move about the campus.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 10 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled setting. It is well lighted, and the noise level is moderate. Working environment may include facilitation of events outdoors occasionally. (Edit for duties performed outside office environment.)

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Time Type

Location

Pay Range

Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure.

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.