William & Mary Libraries · 1 day ago
Administrative & Fiscal Coordinator
William & Mary
Full-time
Onsite
New Grad, Entry Level
$45K/yr - $45K/yrWilliam & Mary Libraries is seeking an Administrative & Fiscal Coordinator to support the Assistant VP for Planning, Strategy & Integrative Practices. The role involves tracking budgets, processing financial transactions, and providing general administrative support for the Student Center for Inclusive Excellence and the Office of First-Generation Student Engagement.
Higher Education
Responsibilities
Track/manage the budget for the AVP and the two units under the umbrella of Planning, Strategy & Integrative Practices (PSI) including The Student Center for Inclusive Excellence (The Center) and the Office of First-Generation Student Engagement (FGSE), which include multiple indexes
Process financial transactions including travel documents, pay invoices, and process reimbursements
Process student grant funding and balance and reconcile accounts
Purchase supplies needed and reconcile associated transactions
Complete occasional miscellaneous financial projects as needed
Process hiring paperwork for student employees
For the Center and AVP – manage the department’s computer inventory and available office supplies
Arrange for and plan staff and student travel
Schedule the Center staff meetings and other department meetings
Sort mail, reply to office correspondence, and other routine office duties as needed for the Center
Assist in organization of the Center office space
Interpret University policies/procedures to serve as a resource for the various areas reporting to the AVP
Receive visitors to the Center
Other duties as assigned by supervisor and within the scope of the mission of the Division of Student Affairs
Manage the Center and FGSE event calendars
Order food and materials for the Center, FGSE, and AVP events, and reserve rooms as needed
Support student organization leaders in the planning and execution of programs, events and organization operations/management, including travel
Execute all purchases/transactions on behalf of the Center and FGSE support student organizations with university fund allocations
Submits Clearance forms, and other personnel related tasks in Workday, as needed
Prepares and updates position descriptions via Workday to initiate Classification and Compensation reviews for existing employees; or to initiate searches for position vacancies, paying close attention to detail and accuracy of information submitted for internal approvers and UHR review and approval
Regularly monitors the status and provides updates to managers and/or hiring officials on the approval status of submissions
Assists staff in the assigned thematic area with searches, including creating screening grids for search committees, reviewing search committee best practices with search chairs, and collection of search materials at the conclusion of each search for records retention purposes
Manage candidate interview logistics and reimbursement requests
Educate hourly employees (student and non-student) on time sheet submission
Coordinate with appropriate University HR office as needed (Class/Comp, Talent Acquisition)
Meet monthly (at minimum) with other HR liaisons in Student Affairs to share best practices in processing HR transactions
Qualification
Required
High school graduate or equivalent
Experience with financial transactions such as purchasing and reconciliation
Working knowledge of general office practices and procedures, including customer service techniques and etiquette
Experience with Microsoft Office (Word, Excel, Outlook)
Demonstrated strong communication skills (verbal and written,) and customer service skills
Preferred
Experience working in higher education
Experience with W&M or state financial operations, bill paying, and purchasing
Experience working with college students and/or conference operations
Benefits
Retirement
Health insurance with options for expanded dental and vision
Group and optional life insurance with coverage for spouse and children
Flexible spending accounts
EAP (Employee Assistance Program)
Educational assistance
Professional development
Wellness benefits
Robust holiday schedule
Access to fitness facilities on campus
Access to the university libraries
Company
William & Mary Libraries
William & Mary Libraries support and enhance teaching and research, and foster intellectual curiosity, creativity and lifelong learning.
1001-5000 employees
H1B Sponsorship
William & Mary Libraries has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (71)
2024 (39)
2023 (34)
2022 (31)
2021 (22)
2020 (31)
Funding
Current Stage
Late StageCompany data provided by crunchbase