William & Mary Libraries · 1 day ago
Administrative & Fiscal Coordinator (Theatre & Performance)
Boswell Hall
Full-time
Hybrid
Mid Level
$0/yr - $48K/yrWilliam & Mary Libraries is seeking an experienced professional for the position of Administrative and Fiscal Coordinator in the Department of Theatre and Performance. This role involves managing all fiscal and administrative needs for the academic unit, supporting faculty, staff, and students under the supervision of the Department Chair.
Higher Education
Responsibilities
Manage department funds: verify accounting entries, balance monthly expenditure vs. budget, establish and maintain automated budget tracking spreadsheets, and forecast 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 process journal adjustments and invoices for accounts payable, and verify accounting transactions posted in Workday/Qlik
Prepare and submit faculty travel spend authorizations, qualified expense reimbursement requests, and check requests for reimbursement according to state guidelines
Reconcile monthly P-card (credit card) report in Workday
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
Manage student employment budget, including work-study allocations. Ensure accurate and timely timesheet submission and track semi-monthly payroll. Assist with resolution of student employment and payroll issues
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, production manager, and other staff 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
Manage the development and processing of vendor agreements, especially for guest speakers and goods and service providers
Assist in the development and payment of guest artist agreements and independent contracts executed by the Production Manager
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
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
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 the Chair
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
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 appointments, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely
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
Collaborate with the unit Course Scheduler/Chair 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 and resolving conflicts
Update schedule to change enrollment caps as requested by faculty/Chair
Coordinate all changes to course schedule with the Registrar for room assignments
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; consult with designated IT liaison, as needed
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
Ensures that expectations are clear, well communicated, and relate to the goals and objectives of the department or unit
Provides staff with frequent, constructive feedback, including interim evaluations as appropriate
Confirms that staff have the necessary knowledge, skills, and abilities to accomplish goals
Verifies that the requirements of the performance planning and evaluation system are met and completes evaluations by established deadlines with proper documentation
Addresses and documents performance issues as they occur
Reviews safety issues and communicates as appropriate to ensure a safe and healthy workplace
Qualification
Required
High school graduate or equivalent
Working knowledge of administrative and office business practices including customer-service techniques
Working knowledge of fiscal administration; tracking and projecting expenditures
Some knowledge of procurement & purchasing policies and procedures
Demonstrated proficiency in computer skills including internet browsers and Microsoft Word, Outlook, and Excel
Demonstrated ability to interpret, apply and communicate a variety of policies and restrictions
Ability to learn and work effectively with productivity systems and applications (e.g. Workday, Banner, Qlik, and buyW&M)
Ability to provide a high-level of customer service utilizing exceptional interpersonal and communication skills
Excellent organizational skills and attention to detail
Preferred
Bachelor's degree or an equivalent combination of education and experience
Prior administrative experience in higher education, preferably in an academic performing arts environment
Experience with fiscal administration; tracking and projecting expenditures
Experience with course scheduling and registration
Experience arranging travel and processing reimbursements in accordance with state and federal guidelines
Experience with procurement policies and procedures
Familiar with productivity systems and applications (e.g. Workday, Banner, Qlik, and buyW&M)
Working knowledge of personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
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
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2025 (71)
2024 (39)
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2022 (31)
2021 (22)
2020 (31)
Funding
Current Stage
Late StageCompany data provided by crunchbase