Facilities Financial Operations Coordinator - Facilities Management

FMC Financial Operations Coordinator

The Financial Operations Coordinator supports the department's daily financial, purchasing, and administrative activities, ensuring all transactions comply with Texas Woman's University (TWU) policies and state regulations. Responsibilities include processing routine financial transactions, maintaining accurate records, monitoring expenditures, and compiling data for budget reports for Facilities Management & Construction (FMC) leadership. The position also generates and reviews budget summary reports to assist FMC departments with projections and planning.

Additional duties include preparing specifications for goods and services, creating purchase requisitions, and performing receipt and billing functions as needed. The coordinator ensures accurate and timely costing and account assignments for departmental personnel and budget activities. Work is performed under general supervision, and performance is evaluated based on completed assignments and results, in accordance with University Policies & Procedures.

Reports to:

Assistant Director, Facilities Business Services

Supervises:
No supervisory responsibilities

• Prepare, process, and route financial transactions—including POs, vouchers, travel reimbursements, transfers, deposits, and P-Card transactions for monthly reconciliation.
• Review documentation for accuracy, completeness, and compliance with TWU, State of Texas, and federal regulations prior to submission.
• Monitor the status of submitted transactions and coordinate follow‑up with central offices such as Procurement, Accounts Payable, Travel, Budget, and Payroll.
• Track expenditures, encumbrances, and budget commitments using spreadsheets and ERP reporting tools; identify unusual activity or potential budget concerns and elevate as appropriate.
• Run routine financial reports from the university's ERP system (e.g., Oracle) to support financial monitoring and reconciliation.
• Maintain accurate and well‑organized financial records—both electronic and physical—in accordance with state retention schedules and audit requirements.
• Support internal and external audit processes by gathering, organizing, and providing required financial documentation.
• Assist with monthly and year‑end closeout activities, ensuring timely completion of financial tasks.
• Serve as a primary point of contact for financial inquiries, providing guidance to FMC team members on financial procedures, allowable expenses, and required forms.
• Communicate effectively with campus partners and provide excellent customer service regarding financial policies, workflow routing, and transaction status.
• Perform general administrative support duties related to financial operations, including scheduling, communications, and document preparation.
• Participate in training offered by Finance & Administration, Procurement, Budget, or other internal departments.
• Follow internal controls and elevate potential issues or compliance concerns to the supervisor.

• Assist with procurement activities, including gathering quotes, preparing bidding or contract documentation, vendor set‑up, and ensuring purchases adhere to TWU Procurement guidelines.
• Assist department with special events, assignments, and projects.
• Support process improvement initiatives within the department.
• Perform other duties as assigned.

Bachelor's degree in Business, Accounting, Finance, Public Administration, or a related field; or equivalent combination of education and experience.

1‑3 years of experience in financial operations, purchasing, administrative support, or related work. Experience working in a state or university environment preferred.

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

• Knowledge of accounting principles, financial operations, budgeting…