Administrative and Fiscal Coordinator (CAS Dean)

Job Requisition:

JR101502 Administrative and Fiscal Coordinator (CAS Dean) (Open)

Job Posting Title:

Administrative and Fiscal Coordinator (CAS Dean)

Department:

CC00064 WM001 | PROV | Dean of Arts & Sciences Office

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Boswell Hall Rm 305

Primary Job Posting Location:

Boswell Hall Rm 305

Job Description Summary:

The College of Arts & Sciences (CAS) Dean’s Office invites qualified candidates for an exciting opportunity to support administrative continuity across the division. The Administrative & Fiscal Coordinator plays a key role in providing critical interim support for departments and programs impacted by staff vacancies and extended absences, in addition to coordinating ongoing training opportunities and providing onboarding and orientation of new administrative staff across CAS. In this field-based role, the incumbent will leverage their knowledge and expertise in general administration and fiscal management to develop effective training strategies that support the needs of administrators across CAS.

Job Description:

This position supports a broad range of administrative and financial needs to include faculty support. Primary areas of support include:

• Administrative and faculty personnel services

• Fiscal administration and management of department indexes

• Facilitating processing of transactions and procurement of equipment and services

• Liaising with multiple units on campus such as Accounts Payable, Human Resources, Procurement, the Office of Sponsored Programs, and Student Employment

• Communications and technological support

• Facilitating student hiring processes

• Course Scheduling and Registration

Required Qualifications:

• 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.

Preferred Qualifications:

• 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.)

Conditions of Employment: 

Occasional evening and weekend work may be required, for example, during graduation, 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.

For full consideration, submit your resume and cover letter by the priority review date of 4/3/2026.

Compensation: Up to $49,500 commensurate with experience
 

Duties: 

55% - Department/Program Administrative Personnel Support

• 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 in this PD.

• Assist with complex and/or 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 area(s).

10% - General Administration and Support

• 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 vouchers/invoices, travel authorizations and expense reimbursement requests, as needed.

• Prepare Journal Adjustments and other standard forms under the direction of supervisor.

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

10% - Fiscal Administration

• Manage department/program funds: verify accounting entries, balance monthly expenditure vs. budget, establish and maintain automated budget tracking spreadsheets, and assist with forecasting future budget needs. 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); student award funds and funding not monitored in the system of record by a separate worktag.

• Track, verify, and reconcile transactions processed by other university units, (i.e., IT, facilities, postal and copier services, etc.).

• 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 invoices for accounts payable and verify accounting transactions.

• Prepare and submit faculty travel authorizations, qualified expense reimbursement requests, and check requests for reimbursement according to state guidelines.

• Reconcile monthly P-card (credit card) report.

• Implement state fiscal policies and communicate fiscal policies and practices to unit faculty, staff, and students.

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

• Liaise with HR, student financial aid, etc. to understand and apply the correct type of position payment (stipend, award, salary, etc.) and distinguish the proper payment method.

• Complete timely fiscal year-end procedures in accordance with university guidelines.

10% - Procurement

• Manage/approve 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.

• Research and 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.

• May collaborate as a liaison for the unit and the Office of Procurement for the preliminary work on complex procurement processes involving extensive research, knowledge of specifications for unique items and equipment, national and/or international vendors, and facets of currency exchange.

10% - Administrative and Faculty Personnel Services

• Facilitate the job search and hiring process for faculty, hourly, operational, 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;

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

  • Coordinate candidate interview schedule and travel, as needed.

• Process NTE, adjunct, courtesy faculty appointment, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely.

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

• Liaise with HR, student financial aid, etc. to understand and apply the correct type of position payment (stipend, award, salary, etc.) and distinguish the proper payment method.

• Facilitate the merit review process and promotion and/or tenure review process by preparing and tracking letters/documents to ensure compliance with all applicable policies and procedures.

• Communicate with the Dean’s Office, as needed, regarding policy and procedure.

• For faculty and personnel searches, advise and ensure current University policies and processes are followed.

• Maintain confidentiality of unit personnel files and archives.

• Facilitate compliance with the University clearance policy during employee separation.

• Approve timesheets and reconcile HR reports, as assigned.

5% - Communication & Technological Support

• 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 current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested.

• Develop and 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 to recommend purchases of needed items and oversee the installation of new software and upgrades for classrooms and offices; consulting with designated IT liaison, as needed.

Additional Job Description:

Job Profile:

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-03-20

Review Date:

2026-04-03

Position Restrictions:

Continuing E&G funded position and not term-limited

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.