Operations & Budget Coordinator II

Responsible for facilitating the coordination and development of various initiatives and projects within the Office of Spiritual Development (OSD). 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