Administrative & Fiscal Coordinator (American Studies)

William and Mary, United States

Updated: about 3 hours ago
Location: Williamsburg, VIRGINIA
Job Type: FullTime
Deadline: 07 May 2025

Position Information
Position Information


Position Number 00122W
Position Title Administrative & Fiscal Coordinator (American Studies)
Employment Category Full Time Operational
Location William & Mary
Department 3KD110 American Studies Dept
Unit Mission Statement
American Studies examines the cultural, racial, and national issues that shape the Americas and the lives of peoples in “America.” Our faculty have specialties that span Arts & Sciences. Our program centers collaborative, interdisciplinary research and learning in collective and individual settings. We offer an engaging environment that enables students pursuing undergraduate or graduate degrees to sustain intellectual and personal growth.
Position Summary
The American Studies Program at William & Mary invites qualified applications for the position of Administrative & Fiscal Coordinator. Under the supervision of the Director, this position manages all administrative and financial needs of the program to include leadership and faculty support.
Primary responsibilities include:
  • Developing administrative goals and priorities with an emphasis on budget management and graduate program administration
  • Providing administrative support for the directors and affiliated faculty to include course scheduling, and developing and maintaining current records of enrolled majors and minors
  • Serving as first point of contact to office visitors, students and faculty in person and by telephone and assist to answer or refer inquiries
  • Serving as a resource for graduate program recruitment and admissions processes; assist with coordination of orientation activities and required paperwork
  • Working with the Office of Advancement to include maintaining accurate lists of alumni contact information, both graduate and undergraduate
  • Managing the program’s funds by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning by providing financial review of resources to the director
  • Supporting the unit’s communications program to include ongoing website and electronic media content updates
  • Coordinating program meetings, colloquiums, lectures, graduation, and other events to include guest travel, catering, logistics, and room reservations
  • 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
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.
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 general office practices and procedures, including customer-service techniques
  • Working knowledge of fiscal administration; tracking and projecting expenditures
  • Working knowledge of procurement and purchasing policies, procedures, and practices
  • Some knowledge of website technology platforms, such as Cascade, Blackboard, group calendars, listservs, etc.
  • Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
  • Demonstrated ability to communicate effectively, orally and in writing, to a diverse population of faculty and staff
  • Ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines
  • Familiarity with graduate program coordination
  • Demonstrated ability to provide a high-level of customer service utilizing exceptional interpersonal and communication skills, and with the ability to interact professionally with faculty, staff, and other internal and external customers in order to provide guidance, information, and resolve personnel and fiscal inquiries and problems
Preferred Qualifications
  • Bachelor’s degree from an accredited institution 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 Workday, 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 04/23/2025
Review Begin Date
Job Close Date 05/07/2025
Open Until Filled No
Special Application Instructions
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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