Administrative & Fiscal Coordinator (American Studies)

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Job Description:

The American Studies Program at William & Mary invites qualified applications for the position of Administrative & Fiscal Coordinator. Under the supervision of the Director, this position manages all administrative and financial needs of the program to include leadership and faculty support.

Primary responsibilities include:

• Developing administrative goals and priorities with an emphasis on budget management and graduate program administration

• Providing administrative support for the directors and affiliated faculty to include course scheduling, and developing and maintaining current records of enrolled majors and minors

• Serving as first point of contact to office visitors, students and faculty in person and by telephone and assist to answer or refer inquiries

• Serving as a resource for graduate program recruitment and admissions processes; assist with coordination of orientation activities and required paperwork

• Working with the Office of Advancement to include maintaining accurate lists of alumni contact information, both graduate and undergraduate

• Managing the program’s funds by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning by providing financial review of resources to the director

• Supporting the unit’s communications program to include ongoing website and electronic media content updates

• Coordinating program meetings, colloquiums, lectures, graduation, and other events to include guest travel, catering, logistics, and room reservations

• Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Human Resources, Procurement, Student Financial Aid, and the Office of Sponsored Programs to facilitate processing of transactions and procurement of equipment and services

Required Qualifications    

• High school graduate or equivalent

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

• Working knowledge of fiscal administration; tracking and projecting expenditures

• Working knowledge of procurement and purchasing policies, procedures, and practices

• Some knowledge of website technology platforms, such as Cascade, Blackboard, group calendars, listservs, etc.

• Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook

• Demonstrated ability to communicate effectively, orally and in writing, to a diverse population of faculty and staff

• Ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines

• Familiarity with graduate program coordination

• Demonstrated ability to provide a high-level of customer service utilizing exceptional interpersonal and communication skills, and with the ability to interact professionally with faculty, staff, and other internal and external customers in order to provide guidance, information, and resolve personnel and fiscal inquiries and problems

Preferred Qualifications  

• Bachelor’s degree from an accredited institution or an equivalent combination of education and experience

• Experience in a higher education environment

• Prior graduate program coordination experience

• Experience with course scheduling and class registration processes

• Familiarity with COLL designations, EPC guidelines, and use of attribute application for compliance in scheduling

• Experience with productivity systems and applications such as Workday, Qlik, buyW&M, and Chrome River

Compensation range: Up to $46,000 commensurate with qualifications

For full consideration, apply by the priority review date of 5/3/2026.

Conditions of Employment    
Occasional evening and weekend work required, i.e., during open house, commencement, home coming, lectures, special events, etc. 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.

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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.