Administrative Coordinator

Job Requisition:

JR101643

Administrative Coordinator (Open)

Department:

CC00232 WM001

| PROV |

AidData Job Description Summary:

The Administrative Coordinator is responsible for supporting the day-to-day business operations of AidData, which are essential to the success of its constituent units and projects. Under the direction of AidData's Associate Director of Finance & Operations, the incumbent provides administrative support in several key areas, including office management, facility management, event management, human resource management, and fiscal management. They do so with an emphasis on timeliness, accuracy, compliance with university policies and procedures, and high-quality customer service. The Administrative Coordinator is also responsible for communicating and coordinating with functional departments (Human Resources, Finance, Procurement, Accounts Payable, Facilities, IT, Office of Sponsored Programs, Compliance, Data Control) and other campus units, schools, centers, and institutes. The incumbent serves as primary administrative support for AidData's Associate Director of Finance & Operations and works closely and collaboratively with AidData's Executive Director on an as needed basis. The Administrative Coordinator ultimately supports AidData's goal of serving as a leading research institution at W&M and around the globe. The position is based in Williamsburg and is expected to work in the office on campus.

Job Description:

Required Qualifications:

Associate's degree or an equivalent combination of education, experience, and training. Experience executing timely and accurate administrative support services (typically 1+ years) in a fast-paced office. Excellent problem-solving skills, with a demonstrated ability to work independently, taking an appropriate level of initiative, to interpret, apply and explain policies and procedures, think strategically and exercise sound judgment when making logical, defensible decisions. Outstanding interpersonal, verbal and written communication skills, with a proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience including faculty, staff, students, clients, sponsors, alumni, and the university community. Strong attention to detail and ability to maintain big-picture perspective. The ability to proactively manage a large office, using successful office practices and protocols to maintain efficient and effective office operations, identify areas of improvement and anticipate the needs of the office, keeping it well-stocked, organized, and attractive. Commitment to excellence and accountability, with the ability to multi-task, work independently and collaboratively while exercising sound judgment and taking an appropriate level of initiative to meet goals, milestones and deadlines. Ability to interpret and apply, communicate, and monitor compliance with organizational, state, and federal guidelines, policies and procedures. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderate proficiency in PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software.

Preferred Qualifications:

Bachelor's degree from an accredited institution. Experience executing timely and accurate administrative support services (typically 3+ years) in a fast-paced office. Experience in higher education. Experience with a research organization, project, or lab. Experience with fiscal support administration (i.e., processing invoices, reimbursements, reconciliation). Administrative experience in support of an agency or department head to include event or meeting coordination/planning and coordinating travel logistics. Experience supporting human resource activities, including hiring, recruitment, onboarding. Experience with Commonwealth of Virginia higher education policies and practices. Experience with William & Mary online administrative applications that support fiscal, human resources, payroll, and procurement transactions. Experience in a customer service role with the ability to interact professionally with VIPs, donors, clients, sponsors, etc.

Conditions of Employment:

Occasional evening and weekend work required, i.e., during open house, 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. This is a restricted position subject to availability of funding.

Job Duties:

40%•

General Administrative Support:

Coordinate with AidData's Associate Director of Finance & Operations and AidData's Executive Director to plan and implement department meetings and retreats to include agenda, securing space, lining up speakers, arranging meals/activities. Work directly with AidData staff to schedule and arrange logistics for meetings with internal and external constituents. Serve as the first point of contact by tending to office visitors, external guests, and others who are visiting. Resolve routine problems quickly and professionally and refer more complex matters to AidData's Associate Director of Finance & Operations or relevant supervisor. Coordinate with staff and hiring managers to initiate IT approval requests, conference room technology, procurement of IT equipment and services for current staff and new hires, and shipment of equipment to out-of-state employees. At the direction of AidData's Associate Director of Finance & Operations, build and maintain AidData Staff Resource Intranet (via SharePoint). Maintain equipment, supplies, and subscriptions for AidData faculty, staff, and students. Maintain equipment inventory, surplus equipment, and coordinate with building maintenance and/or housekeeping for facilities related matters. Maintain department/program records, online documentation, and files for all departmental operations in accordance with state and federal laws. 30%•

Transaction Processing:

In coordination with Travel and Accounts Payable (AP), ensure that AidData faculty and staff are knowledgeable of, can access, and are compliant with regulations related to travel and business meals Coordinate aspects of department travel including transportation and accommodation arrangements, travel materials, and processing required forms and reimbursements. At the direction of AidData's Associate Director of Finance & Operations, process personnel actions and PAAs in Workday. Serve as administrative backup for AidData's Associate Director of Finance & Operations, when needed. Perform other related duties as assigned. 20%•

Personnel Support:

Manage student hiring process (including summer housing, tax forms, and index billing). Provide logistical support for all personnel searches (including travel arrangements/expense reimbursements for non-local candidates who participate in on-campus interviews). Oversee orientation/on-boarding process for new employees, including meeting schedules. Provide support for staff hires in Workday (e.g., creating/modifying job descriptions in coordination with supervisors) on an as-needed basis. Manage employee separations and clearances in coordination with supervisors. 10%•

Event Administration:

Provide logistical support (securing meeting space, parking, catering, IT) for on-campus and off-campus events.

Posting Range:

$40,000

• 50,000 commensurate with experience

Additional Job Description:

Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs. Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties. Applies knowledge of programmatic and administrative requirements. Applies knowledge of applicable computer software/programs. Frequent contacts include internal and external customers to gather information or provide information. May serve as a subject matter expert. Certification in program area may be preferred.

Job Profile:

JP0091

• Administrative & Office Specialist III
• Nonexempt
• Salary
• S06

Qualifications:

Position Restrictions:

Restricted Funds EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission.

https:

// www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check:

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.

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.