Fiscal, HR, and Grants Technician, Moss Arts Center

Position Information

Position Information

Working Title: Fiscal, HR, and Grants Technician, Moss Arts Center
Role Title: Administrative & Office Specialist III
Posting Number: SW0170737
About Virginia Tech:

Virginia Tech is a public land-grant university, committed to teaching and learning, research, and outreach to the Commonwealth of Virginia, the nation, and the world. Building on its motto of Ut Prosim (that I may serve), Virginia Tech is dedicated to InclusiveVT—serving in the spirit of community, diversity, and excellence. We seek candidates who adopt and practice the Principles of Community, which are fundamental to our on-going efforts to increase access and inclusion, and to create a community that nurtures learning and growth for all of its members. Virginia Tech actively seeks a broad spectrum of candidates to join our community in preparing leaders for the world.

Position Summary:

The Fiscal, HR, and Grants Technician assists with day-to-day administrative activities of the Moss Arts Center and the Institute for Creativity, Arts, and Technology. The Technician performs and assists with numerous and varied responsibilities including financial and HR reconciliations, departmental purchasing and reimbursement activity, wage staff recruitment and hiring, payroll, grants management support, and administrative recordkeeping.

Responsibilities include:
Fiscal Support
- Assist with departmental reconciliations of revenue, expense, foundation, and sponsored project financial statements.
- Support reconciliation activity by organizing support documentation; maintain organized and complete pending and post-reconciliation files.
- Process purchases of goods and services in the university’s HokieMart system and advise other departmental staff on purchasing guidelines and procedures.
- Process travel and other reimbursement requests and advise other departmental staff on travel guidelines and procedures.
- Process departmental billing of external clients though university accounts receivable system and university clients through Banner system.
- Monitor invoices, payments, and account balances for designated payables and receivables.
- Assist with a variety of monthly reviews and follow-up activity, such as encumbrance monitoring, plant work order records organization, and fixed asset records management.
- Assist with review and submission of users’ monthly procurement card statement reconciliations.
- Maintain organized and complete in-progress working files and financial documentation to ensure seamless coordination with administrative colleagues.

Human Resources Support
- Process personnel transactions in university’s Banner HR system and I-9 verification system.
- Assist with wage employee recruitment and hiring.
- Maintain wage employee files.
- Monitor emergency hire expiration dates, work study award balances, overtime balances, training completion, and other records.
- Fulfill Department Lead role responsibilities in TimeClock Plus wage payroll system, proactively manage deadline monitoring and staff communications, serve as staff resource for training and problem resolution.
- Act as departmental Leave Representative, proactively manage deadline monitoring and staff communications, serve as staff resource for training and problem resolution.

Grants Support
- Provide financial management support for a small set of externally funded projects including monitoring budgets, ensuring proper allocation of personnel and processing labor redistributions, and tracking expenditures and cost share requirements.
- Provide regular grant activity reports for faculty.
- Serve as liaison between faculty members and post-award officer.
- Assist with preparation of grant reports and completion of Personnel Activity Reports.
- Assist with preparation and submission of proposals as needed.

Operations Support
- Reconcile monthly CNS billing reports to ensure charges are accurate and necessary signatures are obtained and assist with CNS order processing.
- Assist with asset management.
- Monitor and order office supplies and materials.
- Oversee incoming and outgoing campus/USPS mail and office shipping activity.
- Manage parking voucher stock and records, copier service calls, and other aspects of office operations.
- Conduct other projects as needs arise.

Required Qualifications:

- Experience performing high-quality, high-volume reconciliation work.
- Experience managing financial and/or human resources records and maintaining confidentiality of sensitive data.
- Hands-on experience with sponsored project financial management.
- Strong computer skills and high-level proficiency with spreadsheet software such as Excel.
- Must be able to successfully research complex issues and recommend solutions to problems.
- Well-developed organizational skills and attention to detail.
- Positive attitude, adaptability, and well-developed interpersonal skills, including the ability to establish and maintain collaborative and productive working relationships with faculty, staff, students, guests, and individuals from other departments.

Preferred Qualifications:

- Bachelor’s or Associate’s degree in accounting, business administration, or related field or equivalent combination of training and experience.
- Working knowledge of state and university purchasing, travel, HR, and payroll policies and procedures.
- Proficiency with HokieMart, Banner Finance and HR systems, and TimeClock Plus payroll system.
- VT Research Administration Program Level I certificate or significant progress toward completion.
- Sponsored project proposal preparation and submission experience.

Employment Conditions: Must have a criminal background check
Must have a conviction check: Yes
Describe Other:
Employment Comments:
How to Apply for this Job:

To apply applicants must complete the online application at, posting #SW0170737, and submit a cover letter, resume and list of references as an attachment to the application. Job posting will close October 2, 2017.

Employee Category: Staff (Salary)
Appointment Type: Regular
If restricted or temporary, enter end date:
FLSA Status: Non-exempt: Eligible for overtime
Academic Year or Calendar Year: Calendar Year
Percent Employment: Full-time
If part time, enter Percent Time:
Pay Band: 3
Pay Range: Commensurate with Experience
Department: Center for the Arts at VT
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: M-F, 8-5
Posting Date: 09/12/2017
Review Begin Date:
Job Close Date: 10/02/2017
Restricted to university employees only? No
Equal Opportunity/Affirmative Action Statement:

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, or veteran status; or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees, or applicants; or any other basis protected by law.

For inquiries regarding non-discrimination policies, contact the executive director for Equity and Access at 540-231-2010 or Virginia Tech, North End Center, Suite 2300 (0318), 300 Turner St. NW, Blacksburg, VA 24061.

Reasonable Accommodation Statement:

If you are an individual with a disability and desire accommodation please contact the hiring department.

Quick Link:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have an Interagency Placement Screening Form (Yellow Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only)
    • Yes
    • No
  2. * Do you have a Preferential Hiring Form (Blue Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only).
    • Yes
    • No
  3. * How did you first learn about this job opening?
    • Chronicle of Higher Education - online
    • Chronicle of Higher Education - print
    • Higher Ed Jobs (
    • Higher Education Recruitment Consortium - HERC (
    • Diverse Jobs (
    • Insight Into Diversity (
    • Indeed (
    • Roanoke Times Online (
    • Commonwealth of Virginia Jobs (
    • Virginia Tech job site (
    • Facebook
    • LinkedIn
    • Twitter
    • Job Fair (please describe below)
    • Journal (please describe below)
    • Listserv (please describe below)
    • Newspaper - print (please describe below)
    • Professional Conference (please describe below)
    • From a friend/acquaintance not associated with Virginia Tech (please name below)
    • From a Virginia Tech employee/representative/recruiter (please name below)
    • Veteran related event/site (please describe below)
    • Virginia Employment Commission - VEC
    • Other Virginia Tech affiliated website (please describe below)
    • Other job board such as Simply Hired, Career Builder, etc. (please describe below)
    • Other - Not listed (please describe below)
  4. Please describe recruiting source identified in previous question (if applicable):

    (Open Ended Question)

Required Documents

Required Documents
  1. Resume/Curriculum Vita
  2. Cover Letter
  3. List of References
Optional Documents