Administrative Coordinator

William & Mary; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

William & Mary seeks an Administrative Coordinator to support AidData’s day-to-day operations on campus in Williamsburg. You will handle office, facilities, events, HR, and fiscal tasks under the Associate Director of Finance & Operations, ensuring timeliness, accuracy, and policy compliance while delivering high-quality customer service.

Ideal candidate will have strong communication skills, basic HR and procurement familiarity, and the ability to work on a team with diverse campus partners.

Qualifications

• Associate's degree or equivalent combination of education, experience, and training.
• 1+ years of administrative support in a fast-paced office environment.
• Strong interpersonal, verbal and written communication skills with diverse audiences.
• Ability to interpret and apply policies, think strategically and exercise sound judgment.
• Attention to detail and accountability; able to work both collaboratively and independently to meet goals.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderate PowerPoint, Acrobat Pro and similar tools.

Responsibilities

• Coordinate with executive leadership to plan department meetings and retreats, including agenda, space, speakers, meals, and activities.

Skills

Interpersonal communication

Verbal communication

Written communication

Team collaboration

Problem solving

Attention to detail

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

PowerPoint

Acrobat Pro

Job description

Job Requisition: JR102161 Administrative Coordinator (Open)

Job Posting Title: Administrative Coordinator

Department: CC00232 WM001 | PROV | AidData

Job Family: Staff - Administrative & Office Support

Worker Sub-Type: Regular (benefited)

Job Requisition Primary Location: Swem Library

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary:

The Administrative Coordinator is responsible for supporting the day-to-day business operations of AidData, which are essential to the success of its constituent units and projects. Under the direction of AidData's Associate Director of Finance & Operations, the incumbent provides administrative support in several key areas, including office management, facility management, event management, human resource management, and fiscal management. They do so with an emphasis on timeliness, accuracy, compliance with university policies and procedures, and high-quality customer service. The Administrative Coordinator is also responsible for communicating and coordinating with functional departments (Human Resources, Finance, Procurement, Accounts Payable, Facilities, IT, Office of Sponsored Programs, Compliance, Data Control) and other campus units, schools, centers, and institutes. The incumbent serves as primary administrative support for AidData's Associate Director of Finance & Operations and works closely and collaboratively with AidData's Executive Director on an as needed basis. The Administrative Coordinator ultimately supports AidData's goal of serving as a leading research institution at W&M and around the globe. The position is based in Williamsburg and is expected to work in the office on campus.

We will not sponsor applicants for work visas for this position.

Required Qualifications:

• Associate's degree or an equivalent combination of education, experience, and training.
• Experience executing timely and accurate administrative support services (typically 1+ years) in a fast-paced office.
• Outstanding interpersonal, verbal and written communication skills, with a proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience including faculty, staff, students, clients, sponsors, alumni, and the university community.
• Excellent problem-solving skills, with a demonstrated ability to work independently, taking an appropriate level of initiative, to interpret, apply and explain policies and procedures, think strategically and exercise sound judgment when making logical, defensible decisions.
• Commitment to excellence through attention to detail and accountability, with the ability to work both collaboratively and work independently to meet goals, milestones, and deadlines.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderate proficiency in PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software.

Preferred Qualifications:

• Bachelor's degree from an accredited institution.
• Experience executing timely and accurate administrative support services (typically 3+ years) in a fast-paced office.
• Administrative experience in support of an agency or department head to include event or meeting coordination/planning and coordinating travel logistics.
• Experience supporting human resource activities, including hiring, recruitment, onboarding.
• Experience with fiscal support administration (i.e., processing invoices, reimbursements, reconciliation).
• Experience in higher education, research organization, project, or lab.
• Experience with Commonwealth of Virginia higher education policies and practices.
• Experience with William & Mary online administrative applications that support fiscal, human resources, payroll, and procurement transactions such as Workday and BuyWM.

Conditions of Employment:

• Occasional evening and weekend work required, i.e., during open house, homecoming, lectures, special events, etc.
• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• This is a restricted position subject to availability of funding.

Job Duties:

• 40% - General Administrative Support: Coordinate with AidData's Associate Director of Finance & Operations and AidData's Executive Director to plan and implement department meetings and retreats to include agenda, securing space, lining up speakers, arranging meals/activities.