William & Mary
Public university in Williamsburg, VA
Administrative & Fiscal Coordinator - Economics
Full-TimeDeadline 9/3/26
$48k/yr
Mid
Williamsburg, VA, USA
In Person
Remote work eligibility is subject to approval and is not guaranteed.
No H1B Sponsorship
About the job
Requirements
- A high school diploma or equivalent education, training, and/or experience is required.
- Familiarity with administrative and business practices, including customer-service techniques, is required.
- Working knowledge of basic accounting principles and fiscal administration, including tracking and projecting expenditures, is required.
- Working knowledge of procurement and purchasing policies and procedures is required.
- Demonstrated proficiency with Internet browsers and Microsoft Office, including Word, Excel, and Outlook, is required.
- Ability to learn and work effectively with productivity systems and applications for procurement, travel, and fiscal reporting, including Banner, Qlik, Workday, buyW&M, and Chrome River, is required.
- Demonstrated communication and interpersonal skills are required to interact professionally with a diverse population of faculty and students.
- Ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines is required.
- Ability to maintain attention to detail and balance multiple competing priorities is required.
Responsibilities
- Provide fiscal and administrative support for the Chair, Associate Chair, faculty, and office, including processing travel reimbursements, payments, and scholarships.
- Manage department indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining tracking spreadsheets, and assisting in budget planning through financial review of resources.
- Facilitate procurement transactions for equipment and services, including computer equipment for faculty and staff.
- Serve as the department equipment inventory coordinator.
- Assist with event planning and logistics throughout the year.
- Provide administrative and faculty personnel services, including merit review, promotion, and tenure processes, while ensuring compliance with applicable policies and procedures.
- Identify administrative goals and priorities, with an emphasis on budget tracking.
- Interpret new directives, policies, and procedures and communicate changes to appropriate staff.
- Oversee the hiring of student assistants and ensure that timesheets are completed and approved promptly.
- Manage and approve routine procurements within delegated budget and purchase-card authority in compliance with state and university policies.
- Use the university electronic procurement system to initiate and monitor transactions and reconcile encumbrances.
- Act as liaison between the Procurement office and faculty regarding procurement policy and encourage use of state contractors and SWaM vendors.
- Research and resolve vendor invoice inquiries and disputes.
- Assist in developing and processing vendor agreements, especially for guest speakers, performers, and program reviewers.
- Communicate with Procurement regarding purchases beyond the unit’s delegated authority, including unusual purchases, bids, and sole sources.
- Participate in training and meetings offered by Procurement.
- Collaborate as needed with the unit and Office of Procurement on preliminary work for complex procurement processes involving unique equipment, national or international vendors, and currency exchange.
- Conduct grant accounting and budget compliance.
- Work with the Sponsored Programs Office to ensure unit personnel understand grant terms and procedures.
- Provide pre- and post-award assistance with budget and cost projections through financial review of resources and data collection.
- Ensure grant funds are expended appropriately in compliance with federal and state guidelines.
- Process grant award salary authorizations and student awards and initiatives.
- Reconcile grant indexes monthly by monitoring system reports and maintaining financial records and tracking spreadsheets.
- Prepare monthly expenditure statements, including labor costs, and advise on financial impacts and recommended actions.
- Research, analyze, and report on programmatic initiatives and student experience outcomes to inform future grant submissions.
- Inventory, order, and maintain office equipment and supplies in compliance with state procedures.
- Maintain group calendars and provide administrative support for meetings, lectures, guests, special events, and academic programs and initiatives.
- Assist with planning and executing special events, including graduation and homecoming activities; coordinate catering, logistics, agendas, and requested materials.
- Draft correspondence and emails for the department or for the Chair and Associate Chair.
- Liaise with campus departments such as IT and facilities management to schedule services, rooms, work orders, and troubleshooting.
- Make travel arrangements for faculty, students, and guest lecturers.
- Prepare gift acknowledgment letters for the Chair’s signature.
- Serve as the department point of contact for office visitors, students, parents, and faculty, answering or referring inquiries by phone, email, or in person.
- Resolve routine problems and refer complex matters to the supervisor, Chair, or Associate Chair.
- Receive and distribute mail and maintain unit and individual mailboxes.
- Prepare vouchers, invoices, travel authorizations, and expense reimbursement requests as needed.
- Prepare Journal Vouchers, Banner check requests, and other standard forms under supervisor direction.
- Verify federal I-9 employment eligibility using the online verification system.
- Facilitate job searches and hiring processes for faculty, hourly, operational, and grant-funded positions.
- Update and initiate review and approval processes in the applicant tracking system.
- Schedule and communicate hiring committee meetings.
- Create and maintain application rubrics and interview questions.
- Coordinate candidate interview schedules and travel as needed.
- Process teaching faculty, adjunct, courtesy faculty, and other employment appointments, including Faculty Appointment Forms, and ensure submissions are complete and timely.
- Liaise with Human Resources and student financial aid to apply the correct position payment type and payment method.
- Facilitate merit, promotion, and tenure review processes by preparing and tracking letters and documents.
- Communicate with the Dean’s Office regarding policy and procedure as needed.
- Advise on and ensure compliance with university policies and processes for faculty and personnel searches.
- Maintain confidentiality of unit personnel files and archives.
- Facilitate compliance with university clearance policy during employee separation.
- Approve timesheets and reconcile Banner Human Resources reports as assigned.
- Maintain unit, program, and student records in compliance with retention guidelines.
- Maintain operational spreadsheets covering expenditures, travel, stipends, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, and related data.
- Convert and store files electronically as needed.
- Liaise with the Registrar, Provost, Financial Aid, and other units to produce required forms and reports.
- Prepare and maintain statistical and informational reports requested by the university or specific agencies.
- Coordinate with Records Management staff at Swem Library and follow state guidelines for file disposal after the retention period.
- Collaborate with the unit Course Scheduler and Chair to complete and submit the final edited course schedule to the Registrar’s Office.
- Assist with registration issues by processing student overrides and coordinating additional classes.
- Compile student applications for honors programs and independent studies for faculty review and approval, and submit approved honors applications.
- Coordinate logistics for honors thesis defenses.
- Coordinate with the Scheduling Office for non-academic events.
- Build academic schedules in the scheduling system when required and coordinate with faculty and the Chair to resolve conflicts.
- Update enrollment caps as requested by faculty or the Chair.
- Coordinate course-schedule changes with the Registrar for room assignments.
- Work occasional evenings and weekends for open houses, commencement, homecoming, and special events.
Desired Qualifications
- Experience working in a higher education environment is preferred.
- Prior fiscal administration experience is preferred.
- Experience with grant fiscal administration is preferred.
- Experience with automated operational and business systems such as Banner, Qlik, Workday, buyW&M, and Chrome River is preferred.
- Working knowledge of personnel processes for instructional faculty, including promotion, tenure review, and merit processes, is preferred.
About the company
William & Mary is a public research university in Williamsburg, Virginia. It combines liberal arts and sciences education with graduate study and research programs.
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