Administrative Coordinator - Theatre & Performance

Job Requisition:

JR101937 Administrative Coordinator (Theatre & Performance) (Open)

Job Posting Title:

Administrative Coordinator (Theatre & Performance)

Department:

CC00088 WM001 | CAS | Theatre & Performance

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Phi Beta Kappa Hall

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

William & Mary’s Department of Theatre and Performance invites qualified applicants for the position of Administrative Coordinator. Under the supervision of the Administrative and Fiscal Coordinator, this position provides a broad range of administrative and programmatic support for the department. The successful candidate will demonstrate strong attention to detail and an ability to balance competing priorities.

Primary responsibilities include:
• Providing administrative support for the department chair, faculty, and office to include receiving and distributing packages, assisting with department communication and technological support, and faculty personnel services.
• Serving as first point of contact for office visitors, students and faculty in person and by telephone.
• Coordinating travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates, and artists.
• Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Procurement, and Student Financial Aid to facilitate processing of transactions and procurement of equipment and services.
• Facilitating the hiring process for student employees.
• Assisting with course scheduling and registration processes.
• Facilitating faculty recruitment and hiring processes while ensuring compliance with all applicable policies and procedures.
• Providing records management for student files and department records in compliance with retention guidelines.

Job Description:

Required Qualifications:

• High school graduate or equivalent.

• Working knowledge of general office practices and procedures.

• Proficient in computer skills including internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook.

• Familiarity with procurement & purchasing policies and procedures.

• Ability to learn and work effectively with automated and productivity systems in the areas of procurement and travel.

• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines.

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

Preferred Qualifications:

• Bachelor’s degree or an equivalent combination of education, experience, and training.

• Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.).

• Knowledge of general employment/hiring practices and procedures.

• Working knowledge of Commonwealth of VA State and university policies and procedures.

• Experience working in a higher education office environment.

• Experience coordinating travel arrangements.

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

Conditions of Employment:

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

Compensation: $45,000
For full consideration, apply by the priority review date of August 4, 2026

Job Duties:

40% - General Administration and Support:

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.

• Receive mail and distribute; maintain unit and individual mailboxes.

• Receive a high volume of packages, validate contents on packing slips, distribute packages and email packing slips to relevant staff.

• Maintain group calendars and provide administrative support to Chair and faculty for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.

• Assist with planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.

• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair.

• Accurately record minutes for bi-monthly department meetings.

• Prepare gift acknowledgement letters for Chair’s signature.

• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.

• Coordinate travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates and artists.

• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person; as appropriate.

• Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair.

• Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests, as needed.

• Verify federal I-9 employment eligibility using the on-line verification system.

20% - Communications & Technological Support:

• Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, other campus groups, and the wider community, as appropriate.

• Make routine website updates to faculty lists, biography updates, and office hours.

• Coordinate with the Office of the Arts Publicity Manager and Box Office Manager to support departmental productions.

10% - Procurement:

• Manage/approve routine office procurements within the delegated authority of budget, in compliance with state and university policies, such as but not limited to supplies, equipment, services, vendors, annual contracts, memberships, and subscriptions.

10% - Administrative and Faculty Personnel Services:

• Facilitate the job search and hiring process for faculty, hourly, operational and grant-funded positions.

  • Assist with creating and maintaining application rubric and interview questions.

  • Coordinate candidate interview schedule and travel, as needed.

• Verify federal I-9 employment eligibility using the on-line verification system.

• Assist with management of course evaluation processes.

10% - Records Management:

• Convert and store files electronically as needed.

• Maintain unit, program, and student records in compliance with retention guidelines; to include but not limited to student major/minor, meeting minutes, CV’s, course offerings & evaluations, personnel files, fundraising information (e.g. data, donors, and fund restrictions).

10% - Scheduling and Registration:

• Collaborate with the unit Course Scheduler/Chair to complete and submit the final edited course schedule to the Registrar’s office. Enter course schedule in accordance with university timelines.

• Coordinate all changes to course schedule with the Registrar.

• Assist with resolving registration issues by processing student overrides and by coordinating additional classes.

• Coordinate with Scheduling Office for non-academic events.

• Compile students’ applications for honors program and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications.

Additional Job Description:

Job Profile:

JP0205 - Administrative & Office Specialist III - Nonexempt - Salary - S05

Qualifications:

Compensation Grade:

S05

Recruiting Start Date:

2026-07-20

Position Restrictions:

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.