Administrative & Fiscal Coordinator

Job Requisition:

JR101289 Administrative & Fiscal Coordinator (Open)

Job Posting Title:

Administrative & Fiscal Coordinator

Department:

CC00013 WM001 | SVSA | Student Center for Inclusive Excellence

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Sadler Center

Primary Job Posting Location:

William & Mary

Job Description Summary:

Through community building, programming and use of data the Planning, Strategy & Integrative practices team help students seamlessly integrate into the campus community and make the most of all William & Mary has to offer.

The Administrative Coordinator is responsible for supporting the Assistant VP (AVP) for Planning, Strategy & Integrative Practices (PSI) thematic area, including, The Student Center for Inclusive Excellence (The Center) and the Office of First-Generation Student Engagement (FGSE).

Duties include but are not limited to:
-Track spending and budgets for the AVP and two of the units under the umbrella of PSI which includes the above-mentioned the Center, and FGSE offices.
-Process, track, and reconcile, transactions such as paperwork involved with student grant funding, travel documents, etc. for the Center.
-Manage the thematic area computer inventory, office mail, available office supplies, and the office calendar/events calendar.
-Schedule meetings, reserve rooms, prepare materials and provide other administrative assistance needed for the Center and AVP for Planning, Strategy & Integrative practices.

Job Description:

Required Qualifications:

• High school graduate or equivalent.

• Experience with financial transactions such as purchasing and reconciliation.

• Working knowledge of general office practices and procedures, including customer service techniques and etiquette.

• Experience with Microsoft Office (Word, Excel, Outlook).

• Demonstrated strong communication skills (verbal and written,) and customer service skills.

Preferred Qualifications:

• Experience working in higher education.

• Experience with W&M or state financial operations, bill paying, and purchasing.

• Experience working with college students and/or conference operations.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.

• This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Is the position remote work eligible? Not eligible

Essential Designation: No

​Salary: up to $45,050.00, commensurate with experience and internal alignment.

A resume and cover letter are required for this position.

Job Duties:

45% - Fiscal Support for the Center & FGSE:

• Track/manage the budget for the AVP and the two units under the umbrella of Planning, Strategy & Integrative Practices (PSI) including The Student Center for Inclusive Excellence (The Center) and the Office of First-Generation Student Engagement (FGSE), which include multiple indexes.

• Process financial transactions including travel documents, pay invoices, and process reimbursements.

• Process student grant funding and balance and reconcile accounts.

• Purchase supplies needed and reconcile associated transactions.

• Complete occasional miscellaneous financial projects as needed.

35% - General Office/Administrative Support:

• Process hiring paperwork for student employees.

• For the Center and AVP – manage the department’s computer inventory and available office supplies.

• Arrange for and plan staff and student travel.

• Schedule the Center staff meetings and other department meetings.

• Sort mail, reply to office correspondence, and other routine office duties as needed for the Center.

• Assist in organization of the Center office space.

• Interpret University policies/procedures to serve as a resource for the various areas reporting to the AVP.

• Receive visitors to the Center.

• Other duties as assigned by supervisor and within the scope of the mission of the Division of Student Affairs.

10% - Event Support:

• Manage the Center and FGSE event calendars.

• Order food and materials for the Center, FGSE, and AVP events, and reserve rooms as needed.

• Support student organization leaders in the planning and execution of programs, events and organization operations/management, including travel.

• Execute all purchases/transactions on behalf of the Center and FGSE support student organizations with university fund allocations.

10% - Thematic Area HR Liaison:

• Submits Clearance forms, and other personnel related tasks in Workday, as needed.

• Prepares and updates position descriptions via Workday to initiate Classification and Compensation reviews for existing employees; or to initiate searches for position vacancies, paying close attention to detail and accuracy of information submitted for internal approvers and UHR review and approval. 

• Regularly monitors the status and provides updates to managers and/or hiring officials on the approval status of submissions.

• Assists staff in the assigned thematic area with searches, including creating screening grids for search committees, reviewing search committee best practices with search chairs, and collection of search materials at the conclusion of each search for records retention purposes. Manage candidate interview logistics and reimbursement requests.

• Educate hourly employees (student and non-student) on time sheet submission.

• Coordinate with appropriate University HR office as needed (Class/Comp, Talent Acquisition).

• Meet monthly (at minimum) with other HR liaisons in Student Affairs to share best practices in processing HR transactions.

Additional Job Description:

Benefits Summary Statement

William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).

Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/hr/currentemployees/benefits/index.php

Job Profile:

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-01-23

Review Date:

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.