Section Administrative Coordinator at William & Mary in Williamsburg, Virginia

Job Description:

Position Number:

00621V

Position Title:

Section Administrative Coordinator

Employment Category:

Full Time Operational

Location:

VIMS - Gloucester

Department:

111100 Office of the Dean and Director

Unit Mission Statement:

The mission of William & Mary's Virginia Institute of Marine Science and Batten School of Coastal and Marine Sciences is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service.


The Dean & Director's office provides leadership to VIMS and the Batten School of Coastal and Marine Sciences in the pursuit of excellence in the academic, research, and advisory mission of the Institute. The goal of the office is to provide an open, respectful, and welcoming environment and timely responses to the administrative needs of internal and external customers.

Position Summary:

The Section Administrative Coordinator will provide administrative support to the Chairs of VIMS' three strategic sections - Coastal and Ocean Processes, Ecosystem Health, and Natural Resources. Reporting to the Assistant Director of VIMS Administration, the Section Administrative Coordinator will function as part of a team, working in collaboration with administrative colleagues and faculty, staff, and students within the sections to support effective and efficient workflow. They will provide a wide array of support, with duties including but not limited to:

• Managing Section Chair calendars; scheduling meetings, facilitating meeting and event logistics, and drafting meeting agendas and minutes.


• Assisting with the preparation of print, electronic, and other materials and with the dissemination of information.


• Assisting with personnel services within the sections, including faculty/staff recruitment and onboarding/offboarding.


• Assisting with the coordination of space usage and equipment inventories within the sections.


• Assisting with processes associated with faculty affairs, such as promotion, tenure, and annual reviews and award nominations.


• Assisting with the development and production of reports on section activities and the collection of section-specific data.

The Section Administrative Coordinator will also serve as backup to other administrative positions for section-related activities.
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.


• This is a restricted position, subject to the continued availability of funding.

Essential Designation:

No

FLSA:

Non-Exempt

Position Restricted?:

Yes, the appointment is limited due to funding availability

Position Months:

Faculty or Staff: 12 month

Required Qualifications:

• High School diploma or equivalent.


• Experience (typically 2-3 years) providing administrative support in a professional setting.


• Experience following established systems, guidelines, and policies.


• Excellent oral/written communication skills and interpersonal skills, with the ability to work collaboratively as part of a diverse team and build strong professional relationships.


• Commitment to providing exemplary customer service.


• Professional attitude with the ability to maintain confidentiality.


• Strong computer skills with proficiency in Microsoft Outlook (email and calendaring), Word, and Excel; ability and willingness to learn and use new software and computer programs.


• Exceptional attention to detail and organizational skills.


• The ability to prioritize work and manage multiple tasks and deadlines effectively in a fast-paced and dynamic environment.


• Demonstrated ability to work independently within a team, think proactively and critically, problem-solve, and self-initiate.

Preferred Qualifications:

• Post-secondary education such as an associate's or bachelor's degree or the equivalent combination of education, training, and/or experience.


• Demonstrated administrative management experience providing support to key organizational decision-makers.


• Experience in an academic setting, preferably higher education.


• Experience with systems used at VIMS/W&M, such as Watermark: Faculty Success, Banner, and Workday.

Is the position remote work eligible?:

Hybrid (works remotely at least 1 day per week but not full-time)

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.

Advertised Pay Range:

Up to $50,000

Advertised Pay Range Statement:

All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.

University Salary Range:

U06

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/uhr/benefits/index.php?type=none

Job Open Date:

09/06/2024

Review Begin Date:

10/01/2024

Open Until Filled:

Yes

Background Check Statement:

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.

EEO Statement:

William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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