Administrative & Fiscal Coordinator (Undergraduate Academic Affairs) at William & Mary in Williamsburg, Virginia

Job Description:

Position Number:

00424W

Position Title:

Administrative & Fiscal Coordinator (Undergraduate Academic Affairs)

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

3K3300 Undergraduate Academic Affairs

Unit Mission Statement:

The Office of Undergraduate Academic Affairs (OUAA) supports students' academic accomplishments across the undergraduate experience from matriculation to post-graduation fellowships. Functionally, the OUAA houses the university's professional academic advisors, who work with students across the academic spectrum; preparing accomplished undergraduates to apply for prestigious scholarships and fellowships and helping struggling students overcome obstacles they are facing. In addition, the OUAA serves as a resource for faculty serving as pre-major advisors.

Position Summary:

William & Mary's Office of Undergraduate Academic Affairs seeks an experienced professional for the position of Administrative & Fiscal Coordinator whose efforts will support the administrative and fiscal needs of the department to include several faculty, full-time staff, and students. The individual selected for this role will oversee the front office and serve as primary contact for student petitions to the Committee on Degrees, and Committee on Academic Status preparing materials for review, communicating decisions, reporting aggregate results, and maintaining files and archives. Additional responsibilities include:

• Providing administrative support for the department, to include ordering supplies, coordinating travel logistics and reimbursements, and assisting with department communications


• Serving as first point of contact for office visitors, students, and faculty in person and by telephone, and answering or referring inquiries


• Providing administrative support for the Committee on Degrees, Committee on Academic Status, and National Fellowships


• Supervising the work of student assistants and one full-time Administrative Assistant; ensuring timesheets are completed and approved in a timely manner


• Develop internal processes and delegate office work assignments in specific areas if needed


• Managing the department's indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning


• Scheduling and coordinating meetings and office events


• Providing records management for student files and department records in compliance with retention guidelines


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

Conditions of Employment:

Occasional evening and weekend work required, i.e., during open house, homecoming, lectures, special events, etc.

Essential Designation:

No

FLSA:

Non-Exempt

Position Restricted?:

No, this is a continuing E&G funded position and not term-limited

Position Term:

12 month - Continuing

Position Months:

Faculty or Staff: 12 month

Required Qualifications:

EDUCATION:

High School graduate or equivalent.



KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette


• Ability to learn and work effectively with productivity systems and applications (e.g., Banner, Qlik, Workday)


• Familiarity with general employment/hiring practices and procedures


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


• Demonstrated ability to effectively organize, prioritize, and navigate multiple projects providing a high-level of attention to detail and accuracy


• Demonstrated ability to interpret, apply and communicate a variety of policies and restrictions


• Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students

Preferred Qualifications:

EDUCATION:

Bachelor's degree from an accredited institution or an equivalent amount of education and experience.



EXPERIENCE:

• Experience working in a higher education office environment


• Demonstrated proficiency in managing confidential and sensitive information


• Experience with procurement & purchasing policies and procedures.


• Experience maintaining web pages such as Cascade, Blackboard and Outlook, group calendars, and/or listservs.


• Experience with interpreting and applying organizational policies, procedures in accordance with state & federal guidelines.


• Experience in guiding students, volunteers or other part-time workers.


• Prior supervisory experience

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 $46,000

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:

11/12/2024

Review Begin Date:

12/02/2024

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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