Administrative Coordinator

Commonwealth of VA Careers; Williamsburg (VA); On-site; USD 40,000 - 50,000; Full time

Job summary

The Administrative Coordinator role at AidData supports the day-to-day operations across offices and departments at William & Mary, focusing on office, facilities, events, HR, and fiscal management. Based in Williamsburg, the position emphasizes timeliness, accuracy, policy compliance, and high-quality customer service, interacting with diverse campus units and external partners.

Reporting to the Associate Director of Finance & Operations, you will coordinate meetings, manage travel and

Qualifications

• Associate’s degree or an equivalent combination of education, experience, and training.
• Experience executingtimelyandaccurateadministrative support services (typically 1+ years) in a fast-paced office.
• Outstanding interpersonal,verbaland 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, takingan appropriate levelof 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 meetgoals,milestones,and deadlines.
• Proficiencywith Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderateproficiencyin PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software.

Responsibilities

• 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.
• Work directly with AidData staff to schedule and arrange logistics for meetings with internal and external constituents.
• Serve as the first point of contact by attending to office visitors, external guests, and others who are visiting. Resolve routine problems quickly and professionally and refer more complex matters to AidData’s Associate Director of Finance & Operations or relevant supervisor.
• Coordinate with staff and hiring managers to initiate IT approval requests, conference room technology, procurement of IT equipment and services for current staff and new hires, and shipment of equipment to out-of-state employees.
• At the direction of AidData’s Associate Director of Finance & Operations, build and maintain AidData Staff Resource Intranet (via SharePoint).
• Maintain equipment, supplies, and subscriptions for AidData faculty, staff, and students.
• Maintain equipment inventory, surplus equipment, and coordinate with building maintenance and/or housekeeping for facilities related matters.
• Maintain department/program records, online documentation, and files for all departmental operations in accordance with state and federal laws.

Skills

Interpersonal communication

Verbal communication

Written communication

Team collaboration

Education

Associate’s degree or equivalent

Bachelor’s degree

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.

Job Description

Required Qualifications

• Associate’s degree or an equivalent combination of education, experience, and training.
• Experience executingtimelyandaccurateadministrative support services (typically 1+ years) in a fast-paced office.
• Outstanding interpersonal,verbaland 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, takingan appropriate levelof 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 meetgoals,milestones,and deadlines.
• Proficiencywith Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderateproficiencyin PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software.

Preferred Qualifications

• Bachelor’sdegree from an accredited institution.
• Experience executingtimelyandaccurateadministrative 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 travellogistics.
• 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 workrequired, i.e., during open house, homecoming, lectures,special events, etc.
• This is a non-exempt position, eligible to receive overtimein accordance withthe 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 withAidData’sAssociate Director of Finance & Operations andAidData’sExecutive Director to plan and implement department meetings and retreats to include agenda, securing space, lining up speakers, arranging meals/activities.
• Work directly withAidDatastaff to schedule and arrangelogisticsfor meetings with internal and external constituents.
• Serve as the first point of contact bytending to office visitors, external guests,and others who are visiting. Resolveroutine problems quickly and professionally and refer more complex matters toAidData’sAssociate Director of Finance & Operations or relevant supervisor.
• Coordinate with staff and hiring managers toinitiateIT approval requests, conference room technology, procurement of IT equipment and services for current staff and new hires, and shipment of equipment to out-of-state employees.
• At the direction ofAidData’sAssociate Director of Finance & Operations, build and maintainAidDataStaff Resource Intranet (viaSharePoint).
• Maintainequipment, supplies, and subscriptions forAidDatafaculty, staff, and students.
• Maintain equipment inventory, surplus equipment, andcoordinate with building maintenance and/or housekeeping for facilities related matters.
• Maintain department/program records, online documentation, and files for all departmental operationsin accordance withstate and federal laws.

30% - Transaction Processing

• In coordination with Travel and Accounts Payable (AP), ensure thatAidDatafaculty and staff are knowledgeable of, can access, and are compliant with regulations related to travelandbusiness meals
• Coordinate aspects of department travel including transportation and accommodation arrangements, travel materials, and processing required forms and reimbursements.
• At the direction ofAidData’sAssociate Director of Finance & Operations, processpersonnel actionsin Workday. Serve asadministrativebackup forAidData’sAssociate Director of Finance & Operations, when needed.
• Perform other related duties as assigned.

20% - Personnel Support

• Manage student hiring process (including summer housing, tax forms, I-9 Work verification, and worktag billing).
• Provide logistical support for allpersonnelsearches (including travel arrangements/expense reimbursements for non-local candidates whoparticipatein on-campus interviews).
• Oversee orientation/on-boarding process for new employees, including meeting schedules.
• Provide support for staff hires in Workday (e.g., creating/modifyingjob descriptionsin coordination with supervisors) on an as-needed basis.
• Manage employee separations and clearances in coordination with supervisors.

10% - Event Administration

• Provide logistical support (securing meeting space, parking, catering, IT) for on-campus and off-campus events.

Posting Range

$40,000-$50,000 commensurate with experience

Additional Job Description

Job Profile

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications

Compensation Grade

S06

Recruiting Start Date

2026-10-14

Position Restrictions

Restricted Funds

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Background Check

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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.