Administration & Communications Assistant

WM001 William & Mary; United States; Hybrid; USD 41,000 - 50,000; Full time

Job summary

William & Mary seeks an Administration & Communications Assistant to support SCP with administrative transactions, communications, and outreach. The role collaborates with the Managing Director and SCP staff, and requires strong attention to detail and the ability to balance multiple priorities.

Responsibilities include managing procurements and financial transactions, coordinating communications across channels, and maintaining office services.

Qualifications

• Proven administrative and office management knowledge.
• Excellent organizational skills and attention to detail.
• Ability to learn and work with productivity systems (e.g., Workday, BuyW&M).
• Strong written and spoken communication and customer service skills.
• Experience following established policies and procedures.

Responsibilities

• Manage admin transactions, procurements, and financial adjustments per university policies.
• Oversee creation, editing, and distribution of communications and outreach materials; manage digital presence.
• Coordinate office services, meetings, events, and visitor reception; liaise on building services with CW Foundation.

Skills

Administrative communication

Organizational skills

Customer service

Policy adherence

Multitasking

Education

Post-secondary education or equivalent combination of education, training, and/or experience

Tools

Workday

BuyWM

Adobe Creative Cloud

Job description

Job Description Summary:

Strategic Cultural Partnerships (SCP) at William & Mary manages and leverages the university's cultural heritage resources to strengthen and expand our engagement with our community and with cultural and historic institutions locally, nationally, and globally. SCP fosters collaborations that enrich the university's educational mission while enhancing the impact and reach of our partner organizations. SCP seeks an Administration & Communications Assistant to provide office services, administrative transactions, and communications and outreach support. Reporting to the Administration & Projects Manager, the Administration & Communications Assistant will support and work in collaboration with all SCP staff, particularly the Managing Director. The successful candidate will demonstrate strong attention to detail and an ability to balance multiple priorities. SCP offices are located in Travis and Barrett Houses; these buildings are owned, operated, and maintained by The Colonial Williamsburg Foundation. The Administration & Communications Assistant will have primary responsibility for liaising with Colonial Williamsburg for building services and other facilities requests. Due to the historic nature of these structures, spaces are not fully ADA compliant.

Required Qualifications:

• Post-secondary education or equivalent combination of education, training, and/or experience.
• Knowledge of administrative and office management best practices.
• Excellent organizational skills and attention to detail.
• Ability to learn and work effectively with productivity systems and applications (e.g. Workday, buyW&M).
• Demonstrated strong communication skills (spoken and written) and customer service skills.
• Demonstrated experience following established systems, guidelines, and policies.

Preferred Qualifications:

• Prior administrative experience in higher education.
• Experience with Workday enterprise resource planning platform and BuyW&M accounts payable/vendor management system.
• Experience with William & Mary personnel, financial operations, and procurement policies and procedures.
• Experience with communications across a variety of channels, to include social media, in-person, and relevant communications software platforms (Adobe Creative Cloud, etc.).

Conditions of Employment:

This position is partially grant funded and contingent on the continuing availability of these funds. The associated grant has a planned performance period ending 9/30/2028. The position may be extended depending on availability of additional funding and departmental project needs. This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be eligible for a hybrid (combination of remote and on-site) work schedule depending on departmental needs but is not a full-remote position.

Job Duties:

• 35% - Administrative Transactions: Initiate routine procurements in compliance with state and university policies, including but not limited to supplies, equipment, services, vendors, memberships, and subscriptions. Serve as departmental Small Purchase Charge Card (SPCC) holder, processing and reconciling credit card transactions in compliance with state and university policies. Support departmental payment card acceptance program and revenue processing in compliance with university procedures and data security standards. Initiate routine personnel transactions in compliance with state and university policies. Initiate other routine financial transactions including accounting and payroll adjustments. Assist with preparation of travel authorizations and expense reimbursement requests, as needed.
• 35% - Communications & Outreach Support: Oversee the creation, editing, and distribution of high-quality communications materials, including news stories, press releases, newsletters, web content, social media campaigns and marketing collateral. Manage SCP’s digital presence, including websites, email marketing platforms, and social media channels, analyzing performance metrics to optimize content strategies to increase reach, engagement, and impact. Support the division’s communications strategies by liaising across departments, ensuring messaging consistency, and coordinating production workflows. Cultivate and maintain strong relationships with internal and external stakeholders to identify, develop, and amplify stories that highlight SCP’s achievements.
• 20% - Office Services: Inventory, order, and maintain supply of office equipment in compliance with state and university procedures. Provide administrative support for coordination of meetings, departmental events and other scheduling tasks. Liaise with Colonial Williamsburg Foundation Work Control and other staff regarding building services, maintenance requests, etc. Receive departmental visitors. Maintain departmental records in compliance with retention guidelines.
• 5% - Professional Development:
• 5% - Other duties as assigned:

Compensation: Up to $45,000 commensurate with experience

For full consideration, please apply by October 4, 2026. Candidates must submit a resume and cover letter. Applications without both these documents will be considered incomplete and declined for review.

Additional Job Description:

Job Profile: JP0037 - Administrative & Office Specialist II - Nonexempt - Salary - S05 Qualifications: Compensation Grade: S05 Recruiting Start Date: 2026-09-16 Position Restrictions: Restricted Funds & Restricted Term

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.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

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.

William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us. Please be aware Workday has weekly downtimes and will be unavailable Fridays starting at 9:00 p.m. through Saturdays at noon (ET) for scheduled maintenance. During this time, the portal will be closed and will not accept applications. William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.