Administrative and Fiscal Coordinator (A&S Dean's Office) Job at William & Mary
Position Information
Present Position Number
01331W
Role Code Title
Admin & Office Specialist III
Position Title
Administrative and Fiscal Coordinator (A&S Dean's Office)
Unit Mission Statement
Under the leadership of the Dean, the office of the Dean of the Faculty of Arts & Sciences provides a voice for the Faculty of Arts & Sciences; strives to meet the needs of individual departments and programs; promotes excellence across Arts & Sciences as a whole; and represents the priorities of Arts & Sciences to the larger university community. In addition to the Dean of the Faculty, the Dean’s Office also has four deans who are responsible for day-to-day management of the graduate and undergraduate programs and who serve as the primary administrative liaisons to assigned departments and programs.
Position Summary
The Faculty of Arts & Sciences invites qualified applications for an exciting opportunity to support administrative continuity across the division. The Administrative & Fiscal Coordinator plays a key role in providing critical interim support for departments and programs impacted by staff vacancies and extended absences, in addition to coordinating ongoing training opportunities and providing onboarding/orientation of new administrative staff across A&S. In this field-based role, the incumbent will leverage their knowledge and expertise in general administration and fiscal management to develop effective training strategies that support the needs of administrators across A&S.
Under the supervision of the Associate Director, Finance & Administration, this position supports a broad range of administrative and financial needs to include faculty support. Primary responsibilities include:
- Chair and faculty support to include office management, administrative personnel services, communications and technological support;
- Fiscal administration and management of department indexes;
- Facilitating processing of transactions and procurement of equipment and services;
- Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Human Resources, Procurement, the Office of Sponsored Programs and Student Financial Aid;
- Records management.
Required Qualifications
EDUCATION
:
Bachelor’s Degree from an accredited institution or an equivalent combination of training, education and/or experience indicating possession of the preceding knowledge, skills, and abilities.
KNOWLEDGE , SKILLS , ABILITIES :
Bachelor’s Degree from an accredited institution or an equivalent combination of training, education and/or experience indicating possession of the preceding knowledge, skills, and abilities.
KNOWLEDGE , SKILLS , ABILITIES :
- Knowledge of general office practices and procedures, including customer-service techniques and etiquette
- Knowledge of fiscal administration and general accounting practices and procedures
- Some knowledge of procurement and purchasing policies, procedures, and practices
- Some knowledge of general employment/hiring practices and procedures
- Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
- Demonstrated ability to effectively work with productivity systems and applications in the areas of funds management, procurement, and fiscal reporting
- Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines
- Demonstrated ability to effectively organize, prioritize, and navigate multiple competing priorities in a fast-paced environment, providing a high-level of attention to detail and accuracy
- Demonstrated ability to communicate effectively, orally and in writing, providing a high-level of customer service and interact professionally with a diverse population of faculty, staff, and students.
Preferred Qualifications
- Experience working in a higher education environment
- Experience with productivity systems and applications such as Banner, Qlik, buyW&M, and Chrome River
- Experience leading individual or group training
- Experience in a fiscal environment to include tracking and projecting expenditures
- Experience with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
- Experience maintaining web pages, group calendars, and/or listservs.
Advertised Pay Range
Up to $45,000, commensurate with experience
Department
3K1100 Dean of Arts & Sciences Office
Location
William & Mary
Is the position remote work eligible?
Not eligible
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.
University Salary Range
U06
Job Open Date
03/03/2023
Review Begin Date
03/15/2023
Job Close Date
Open Until Filled
Yes
Employment Category
Full Time Operational
FLSA
Non-Exempt
Position Term
12 Month - Continuing
Special Application Instructions
Conditions of Employment
This position will serve as the primary contact for students, faculty and staff. As such, there is a requirement to work primarily in-person Monday thru Friday, 40 hours/week. In-person presence is critically important for efficient business operations, and is the nature of the job, as “point person” for the unit.
Occasional evening and weekend work required, for example, during graduation, homecoming, 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.
Occasional evening and weekend work required, for example, during graduation, homecoming, 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.
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.
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.
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/hr/currentemployees/benefits/index.php
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/hr/currentemployees/benefits/index.php
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