Administration & Communications Assistant

Commonwealth of VA Careers; Williamsburg (VA); Hybrid; USD 41,000 - 50,000; Full time

Job summary

Commonwealth of VA Careers is seeking an Administration & Communications Assistant for the Strategic Cultural Partnerships group at William & Mary. The role supports office services, administrative transactions, and communications/outreach, reporting to the Administration & Projects Manager.

The position liaises with Colonial Williamsburg for facilities, and requires attention to detail, reliability, and ability to handle multiple priorities in a dynamic academic setting.

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.

Responsibilities

• Initiate routine procurements in compliance with state and university policies.
• Serve as departmental SPCC holder, processing and reconciling credit card transactions.
• Support departmental payment card acceptance program and revenue processing.
• 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.

Skills

Organizational skills

Communication skills

Customer service

Attention to detail

Productivity systems

Education

Post-secondary education or equivalent

Tools

Workday

BuyW&M accounts payable

Job description

Job Requisition

JR102096 Administration & Communications Assistant (Open)

Job Posting Title

Administration & Communications Assistant

Department

CC00006 WM001 | PRES | Strategic Cultural Partnerships

Job Family

Staff - Administrative & Office Support

Worker Sub-Type

Fixed Term (requires end date - benefited) (Fixed Term)

Job Requisition Primary Location

Barrett House

Primary Job Posting Location

Posting Location - William & Mary

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

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

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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.