Administrative Coordinator

William & Mary and the Virginia Institute of Marine Science; Williamsburg (VA); On-site; USD 40,000 - 50,000; Full time

Job summary

William & Mary in Williamsburg seeks an Administrative Coordinator to support the day-to-day operations of AidData. You will assist with office, facilities, event, HR, and fiscal management, coordinating with multiple departments and campuses, and collaborating with the Executive Director as needed.

The role is based on campus in Williamsburg. The position requires timely, accurate administrative support experience and strong communication, with no visa sponsorship for this role.

Qualifications

• Associate’s degree or equivalent combination of education, experience, and training.
• 1+ years of timely and accurate administrative support in a fast-paced office.
• Outstanding interpersonal, verbal and written communication skills with ability to work with a diverse audience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with ability to learn development and design-related software.

Responsibilities

• Coordinate department meetings and retreats including agenda, space, speakers, and meals.
• Schedule logistics for meetings with internal and external constituents.
• Greet visitors and resolve routine problems; escalate complex matters as needed.
• Coordinate IT approvals and procurement of IT equipment for staff and new hires.
• Maintain AidData Staff Resource Intranet via SharePoint and manage department records.
• Process travel, reimbursements, and personnel actions in Workday with supervisor backup.
• Oversee student hiring, onboarding, and staff separations in Workday as needed.
• Provide event support for on-campus and off-campus events.

Skills

Interpersonal communication

Verbal and written communication

Attention to detail

Team collaboration

Education

Associate’s degree or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

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.

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: 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.

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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.