William & Mary · 2 weeks ago
Administrative Coordinator (Theatre & Performance)
Williamsburg, VA
Full-time
Hybrid
Mid Level
$45K/yr - $45K/yrWilliam & Mary’s Department of Theatre and Performance is seeking an Administrative Coordinator to provide a broad range of administrative and programmatic support. The successful candidate will be responsible for managing departmental communications, coordinating travel, and facilitating the hiring processes while ensuring compliance with university policies.
EducationHigher Education
No H1B
Responsibilities
Providing administrative support for the department chair, faculty, and office to include receiving and distributing packages, assisting with department communication and technological support, and faculty personnel services
Serving as first point of contact for office visitors, students and faculty in person and by telephone
Coordinating travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates, and artists
Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Procurement, and Student Financial Aid to facilitate processing of transactions and procurement of equipment and services
Facilitating the hiring process for student employees
Assisting with course scheduling and registration processes
Facilitating faculty recruitment and hiring processes while ensuring compliance with all applicable policies and procedures
Providing records management for student files and department records in compliance with retention guidelines
Inventory, order, and maintain supply of office equipment in compliance with state procedures
Receive mail and distribute; maintain unit and individual mailboxes
Receive a high volume of packages, validate contents on packing slips, distribute packages and email packing slips to relevant staff
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
Accurately record minutes for bi-monthly department meetings
Prepare gift acknowledgement letters for Chair’s signature
Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc
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
Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests, as needed
Verify federal I-9 employment eligibility using the on-line verification system
Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, other campus groups, and the wider community, as appropriate
Make routine website updates to faculty lists, biography updates, and office hours
Coordinate with the Office of the Arts Publicity Manager and Box Office Manager to support departmental productions
Manage/approve routine office procurements within the delegated authority of budget, in compliance with state and university policies, such as but not limited to supplies, equipment, services, vendors, annual contracts, memberships, and subscriptions
Facilitate the job search and hiring process for faculty, hourly, operational and grant-funded positions
Assist with creating and maintaining application rubric and interview questions
Coordinate candidate interview schedule and travel, as needed
Verify federal I-9 employment eligibility using the on-line verification system
Assist with management of course evaluation processes
Convert and store files electronically 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)
Collaborate with the unit Course Scheduler/Chair to complete and submit the final edited course schedule to the Registrar’s office. Enter course schedule in accordance with university timelines
Coordinate all changes to course schedule with the Registrar
Assist with resolving registration issues by processing student overrides and by coordinating additional classes
Coordinate with Scheduling Office for non-academic events
Compile students’ applications for honors program and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications
Qualification
Required
High school graduate or equivalent
Working knowledge of general office practices and procedures
Proficient in computer skills including internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
Familiarity with procurement & purchasing policies and procedures
Ability to learn and work effectively with automated and productivity systems in the areas of procurement and travel
Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines
Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing with a diverse population of faculty, staff, and students
Preferred
Bachelor's degree or an equivalent combination of education, experience, and training
Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
Knowledge of general employment/hiring practices and procedures
Working knowledge of Commonwealth of VA State and university policies and procedures
Experience working in a higher education office environment
Experience coordinating travel arrangements
Experience with productivity systems and applications such as Banner, Workday, Qlik, BuyW&M, and Chrome River
Company
William & Mary
William & Mary is a historic university known for its rigorous academics, research, and commitment to public service.
Founded in 1693
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Marilyn Midyette
Chief Executive Officer, William & Mary Alumni Association
Matthew (Matt) Brandon
AVP, Alumni Engagement | CEO, The William & Mary Alumni Association
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