Note: The job is a remote job and is open to candidates in USA. William & Mary Libraries is seeking an Administrative and Fiscal Coordinator for the College of Arts & Sciences Dean’s Office. The role involves providing critical administrative and fiscal support, managing department funds, and coordinating training opportunities for new staff.
Responsibilities
- Provide interim support to departments and programs in times of extended absences and/or vacancies, to include essential tasks as outlined in other duty blocks below
- Assist with complex and time-sensitive tasks for departments and programs as needed
- In coordination with the Dean’s Office and unit leaders, assist with recruitment actions to fill administrator vacancies, including search coordination and participation, and onboarding of new staff
- Develop and implement consistent onboarding practices for new administrators
- Provide remedial training to department and program administrators in specialty areas
- Inventory, order, and maintain supply of office equipment and materials in compliance with state procedures
- 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/Director
- Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc
- Make travel arrangements for faculty, students, and guest lecturers
- 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/Director
- Receive mail and distribute; maintain unit and individual mailboxes
- Assist with preparation of travel authorizations and expense reimbursement requests
- Prepare Journal Adjustments and other standard forms under the direction of supervisor
- Verify federal I-9 employment eligibility using the on-line verification system
- Manage department/program funds: verify accounting entries, balance monthly expenditure vs. budget, and maintain budget tracking spreadsheets. Funds may include state, grant, overhead, gift and endowments
- Assist in budget planning by providing financial review of resources
- Maintain financial records/spreadsheets for tracking individual faculty start-up funds, faculty award funds (professorships, awards, and miscellaneous commitments), and student award funds
- Track and reconcile transactions using university systems
- Work with Private Fund Accounting to ensure compliance with individual private fund gift restrictions. Compile annual spending report for the donor appreciation letters
- Prepare and submit Journal Adjustments and Accounting Journals, and verify accounting transactions
- Prepare and submit faculty travel authorizations, qualified expense reimbursement requests, and check requests for reimbursement according to state guidelines
- Implement state fiscal policies and communicate fiscal policies and practices to unit faculty, staff, and students
- Liaise with HR, Student Employment/Financial Aid, etc. to apply the correct type of position payment (stipend, award, salary, etc.) and confirm the proper payment method
- Complete timely fiscal year-end procedures in accordance with university guidelines
- Manage routine procurements within the delegated authority of budget and purchase card, in compliance with state and university policies, such as but not limited to supplies, equipment, services, vendors, annual contracts, memberships, and subscriptions
- Utilize the university’s electronic procurement system to initiate and monitor transactions and reconcile encumbrances
- Act as liaison between Procurement office and faculty regarding procurement policy and encourage use of state contractors and SWaM (small, women, and minority owned business) vendors
- Resolve invoice inquiries and disputes from vendors
- Assist in the development and processing of vendor agreements, especially for guest speakers, performers, and program reviewers
- Communicate with Procurement regarding all purchases beyond the unit’s delegated authority including but not limited to unusual purchases, bids, and sole sources
- Participate in training and meetings offered by Procurement
- Facilitate the job search and hiring process for faculty, hourly, and grant-funded positions:
- Assist in updating and initiating the review and approval process in the applicant tracking system
- Schedule and communicate hiring committee meetings
- Coordinate candidate interview schedule and travel, as needed
- In coordination with Faculty Personnel Services, process Teaching Faculty, adjunct, courtesy faculty appointment, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely
- Maintain confidentiality of unit personnel files and archives
- Provide support for the unit’s communications program to engage target audience. Maintain content on the unit website and electronic media utilizing knowledge of current technology platforms
- Assist in the preparation of print, email, web, and other communications pieces as determined by the Chair, consulting with the Dean’s Office communications staff as needed
- Utilize software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested
- Disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, as appropriate
- Remain current on knowledge of technology platforms and database tools as well as units’ technology needs; consulting with designated IT liaison, as needed
Skills
- High School graduate or an equivalent combination of training, education and/or experience
- Experience with general office practices and procedures, including customer service techniques and etiquette
- Working knowledge of fiscal administration and general accounting practices
- Working knowledge of procurement and purchasing policies, procedures, and practices
- Working knowledge of general employment/hiring practices and procedures
- Demonstrated proficiency in Microsoft Office: Word, Excel, PowerPoint, and Outlook
- Demonstrated ability to effectively work with productivity systems and applications in the areas of funds management and procurement
- Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines
- Demonstrated ability to balance competing priorities
- Demonstrated ability to communicate effectively, orally and in writing, and interact professionally with a diverse population of faculty, staff, and students
- Bachelor's Degree from an accredited institution or an equivalent combination of training, education and/or experience
- Experience working in higher education
- Experience leading individual or group training
- Experience with productivity systems and applications such as Workday, Banner, Qlik, and buyW&M
- Experience with fiscal administration to include tracking expenditures
- Experience with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
Benefits
- Remote Type - Hybrid
- This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
- 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.
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