William & Mary Libraries · 1 month ago
Administrative Coordinator (Biology)
William & Mary
Full-time
Hybrid
New Grad, Entry Level
$44K/yr - $44K/yrWilliam & Mary Libraries is seeking an Administrative Coordinator for the Department of Biology. The role involves managing administrative needs, providing support to faculty, and coordinating various departmental activities and communications.
Higher Education
No H1B
Responsibilities
Administrative support for the department chair, director of graduate studies, faculty, and office to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications
Serving as first point of contact for office visitors, students and faculty in person and by telephone to answer or refer inquiries
Arranging and coordinating program meetings, colloquiums, lectures, guests, and special events to include catering, logistics, and agenda
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
Providing records management services for the unit, program, and student records in compliance with retention guidelines
Administrative and Faculty Personnel Services to include facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures
Supporting the unit’s communications program to include ongoing website and electronic media content updates
Inventory, order, and maintain supply of office equipment in compliance with state procedures
Maintain group calendars and provide administrative support to Chair/Director 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
Assist Chair with gift acknowledgement letters
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, as needed
Verify federal I-9 employment eligibility using the online verification system
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
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)
Maintain spreadsheets for all unit operations: expenditures, travel, stipend, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, etc
Convert and store files electronically as needed
Liaise with Registrar, Provost, Financial Aid, and other units to produce necessary forms and reports
Prepare and maintain statistical and informational reports as requested by the university or specific agencies
Coordinate with Records Management staff at Swem Library and follow state guidelines in properly disposing of files after established retention period
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/Director, 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
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 Teaching Faculty, 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 online 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
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 Banner HR reports, as assigned
Collaborate with the unit Course Scheduler/Chair/Director to complete and submit the final edited course schedule to the Registrar’s office
Assist with resolving registration issues by processing student overrides and by coordinating additional classes
Compile students’ applications for honors program and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications
Coordinate logistics for defense of honors thesis. Coordinate with Scheduling Office for non-academic events
May be required to build academic schedule, in scheduling system, coordinating with faculty/Chair/Director and resolving conflicts
Update schedule to change enrollment caps as requested by faculty/Chair/Director
Coordinate all changes to course schedule with the Registrar for room assignments
Qualification
Required
High School graduate or equivalent education, experience, and training
Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette
Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
Some knowledge of general employment/hiring practices and procedures
Working knowledge of fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures
Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines
Ability to learn and work effectively with productivity systems and applications including course scheduling
Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students
Preferred
Bachelor's degree or an equivalent education, experience, and training
Experience working in a higher education office environment
Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
Prior fiscal administration experience
Experienced in creating and maintaining content for web pages, social and other communication platforms such as Cascade, Blackboard and Outlook, group calendars, and/or listservs
Benefits
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.
Company
William & Mary Libraries
William & Mary Libraries support and enhance teaching and research, and foster intellectual curiosity, creativity and lifelong learning.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase