Fiscal & Graduate Program Coordinator (Biology) at William & Mary in Williamsburg, Virginia

Job Description:

Position Number:

00331W

Position Title:

Fiscal & Graduate Program Coordinator (Biology)

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

3KE110 Biology Dept

Unit Mission Statement:

The Department of Biology is committed to excellence in research and teaching in the integrative life sciences, from molecules to ecosystems. Our goal is the development of well-trained biologists and scientifically literate citizens. The Faculty of teacher-scholars does innovative research and collaborates with undergraduate and graduate students to foster critical thinking, professional skills, and intellectual independence. These goals are met, in part, by actively promoting opportunities for students to conduct original research that advances science. The Faculty values diversity, collegiality, and the pursuit of academic connections across disciplines. We place a priority on being accessible to students and colleagues. The Department strives to create an inclusive and nurturing environment for student and faculty development that encourages outreach and participation in the College, local, and professional communities.

Position Summary:

W&M's Department of Biology invites qualified applications for the position of Fiscal & Graduate Program Coordinator. 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 multiple units within the Biology department to include programmatic support for approximately a dozen full-time, affiliated, or visiting faculty members. Primary responsibilities include:

• Administrative support to the Chair, VACU director, director of graduate studies, faculty, and office to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications.


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


• Managing the VACU funding sources 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.


• 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.


• Providing records management services in compliance with retention guidelines.


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


• Arranging and coordinating program meetings, colloquiums, lectures, guests, and special events to include catering, logistics, and agenda.

Conditions of Employment:

Occasional evening and weekend work required, i. e., during open house, 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.

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:

• High School graduate or equivalent


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


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


• Familiarity with graduate program coordination


• Some knowledge of general office practices and procedures


• Knowledge of fiscal administration and basic accounting principles


• Knowledge of procurement and purchasing policies and procedures


• Ability to learn and work effectively with productivity systems and applications including course scheduling.


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

Preferred Qualifications:

• Bachelor's degree 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 Qlik, buyW&M, and Chrome River

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:

11/21/2024

Job Close Date:

11/28/2024

Open Until Filled:

No

Special Application Instructions:

This position is open to current William & Mary and Virginia Institute of Marine Science (VIMS) employees only.

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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