Administrative and Fiscal Supervisor (Physics) at William & Mary in Williamsburg, Virginia

Job Description:

Position Number:

00826W

Position Title:

Administrative and Fiscal Supervisor (Physics)

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

3KE710 Physics Dept

Unit Mission Statement:

The Department of Physics is comprised of 25 instructional faculty members and 15+ physicists in research positions. Our undergraduate program offers a major and minor. Through our graduate program, students pursue a Ph.D. degree. Research areas in the department include atomic, molecular, and optical physics, computational physics, condensed matter physics, nuclear and hadronic physics, high energy physics, and plasma and non-linear physics. Related research areas include accelerator physics (in cooperation with Jefferson Lab and material characterization (in cooperation with NASA-Langley Research Center). This departmental structure and areas of expertise provide learning and research opportunities for broadly educating both undergraduate and graduate students as well as training postdoctoral fellows.

Position Summary:

W&M's Department of Physics invites qualified applications for the position of Administrative and Fiscal Supervisor. Under the supervision of the chair, and as part of a team that includes a director of graduate studies, this position manages all administrative and financial needs of the Physics department to include leadership and faculty support for approximately three dozen full-time, affiliated, or visiting faculty members. Primary responsibilities include:

• Supervision of administrative personnel and oversight of daily administrative and fiscal operations in support of the chair, director of graduate studies, faculty, and office.


• Managing the department's indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning by providing financial analysis of resources to the department chair.


• Working with Private Fund Accounting to ensure compliance with individual private fund gift restrictions.


• 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.


• Conducting grant accounting and provide pre- and post-award assistance in budget and cost projections; coordinate with the Office of Sponsored Programs to ensure that grant funds are expended appropriately, in compliance with federal and state guidelines.


• Facilitating administrative and faculty personnel services including teaching, adjunct, and courtesy faculty appointments, research staff, and other relevant employment needs of the unit.

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.

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:

• Bachelor's degree or an equivalent combination of education and experience.


• Several years of directly related experience (typically 5+ years)


• Proficiency in MS Word, Outlook, Excel, and PowerPoint


• Working knowledge of fiscal administration and basic accounting principles


• Experience with procurement and purchasing policies and procedures


• Experience with interpreting and communicating organizational policies and procedures in accordance with state and federal guidelines


• Ability to learn and work effectively with productivity systems and applications in the areas of procurement, fiscal reporting, and course scheduling (e.g. Banner, Qlik, buyW&M, Chrome River)

Preferred Qualifications:

• Experience in a higher education environment


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


• Familiarity with grant administration practices


• 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 $57,000, commensurate with experience

University Salary Range:

U08

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:

11/20/2024

Job Close Date:

11/27/2024

Open Until Filled:

No

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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