Administrative & Fiscal Coordinator

William & Mary; Virginia (MN); On-site; USD 49,000 - 59,000; Full time

Job summary

William & Mary’s School of Education seeks an Administrative & Fiscal Coordinator to support financial and administrative operations across departments, programs, and the Dean’s Office. The role ensures accurate transactions, budget tracking, reconciliation, and reporting while delivering customer-friendly service to faculty, staff, and campus partners.

Responsibilities include event logistics, mail and equipment management, and collaboration with departments to maintain internal controls, while

Qualifications

• Bachelor degree in accounting, business or related field or equivalent experience.
• Experience with fiscal administration and tracking expenditures.
• Ability to interpret and apply policies and procedures.
• Detail-oriented and accurate work.
• Ability to work independently and take initiative.
• Excellent customer service and professionalism.
• Proficiency with Microsoft Office (Word, Excel, Access).
• Strong communication skills, both oral and written.
• Ability to work with diverse constituencies.

Responsibilities

• Serve as departmental admin support for events, mail, and supplies.
• Coordinate travel, lodging, and on-site meetings for faculty searches.
• Maintain office equipment inventory and orders.
• Prepare and reconcile financial transactions and reports.
• Provide budget tracking, forecasting, and donor reporting support.
• Assist in budget planning and provide financial analyses.
• Process invoices and ensure timely bill payments.
• Back up for other SOE finance staff as needed.

Skills

Detail-oriented

Independent work

Communication skills

Customer service

Education

Bachelor degree in related field

Tools

Microsoft Office

Banner

Discoverer

Qlik

Workday

Job description

Job Requisition: JR102029 Administrative & Fiscal Coordinator (Open) Job Posting Title: Administrative & Fiscal Coordinator Department: CC00182 WM001 | SOE | Education Operations Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: School of Education Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary:

This position supports the mission of the School of Education (SOE) by providing both financial and administrative support for the SOE’s academic departments, programs, and Dean’s Office. The individual in this position contributes to the improvement of efficient and effective administrative and financial operations. They will follow W&M and SOE policies while maintaining a customer-oriented presence with faculty, staff, and campus personnel. They support the SOE in processing financial transactions and providing budget tracking, reconciliation, and reporting support for SOE stakeholders. The position is also responsible for coordinating and supporting administrative functions such as event logistics, sorting and delivering mail, managing office equipment, maintaining computer inventory and surplus records.

Job Description:

Required Qualifications

• Bachelor degree in related field, such as accounting or business administration, or equivalent combination of education and experience
• Working knowledge of fiscal administration; tracking and projecting expenditures
• Ability to interpret and apply organizational policies and procedures
• Detail-oriented mindset and dedication to accuracy
• Ability to work independently and take initiative
• Working knowledge of general office practices and procedures and commitment to excellent customer service and professionalism
• Intermediate level proficiency with standard desktop office applications, including word processing, spreadsheet and database software, preferably Microsoft Office
• Demonstrated excellent communication skills (oral and written)
• Demonstrated ability to work well with and provide services for a diverse constituency

Preferred Qualifications

• Experience with Banner, Discoverer, Qlik, Workday or other financial reporting systems
• Knowledge of Generally Accepted Accounting Principles and Internal Controls
• Progressively responsible work experience in an accounting and financial reporting environment
• Experience in higher education

Job Duties

Departmental Administrative Support: 40%

• Serve as point of contact for the SOE copier machines and printers by assigning and tracking copy codes to employees, training faculty, staff and students on the use of the machines, monitoring the status of copier machines daily, and troubleshooting and/or submitting service requests as necessary.
• Assign mailboxes, maintains supplies for mailing/shipping, and delivers mail to drop boxes as requested. Sort and deliver mail within the SOE daily.
• In collaboration with Personnel Services Coordinator support the Dean’s Office with faculty searches by arranging travel and lodging for candidates, arranging for on-site meetings (including room reservations and catering), and posting relevant documents.
• Inventory, order, and maintain supply of office equipment in compliance with state procedures
• Provide administrative support to Department Chair and faculty for coordination of meetings, lectures, guests, special events, and academic programs/initiatives
• Support planning and execution of special events, coordinating catering, logistics, and assist with preparing materials
• Coordinate with the SOE Events & Facilities Manager on placing building work orders with Facilities Management
• Resolve routine issues quickly and professionally, referring more complex matters to Director of Finance and Administration and/or Department Chair

Fiscal Administration: 50%

• Reconcile expense and revenue transactions for several E&G, local, and foundation indices, as well as their subcategories such as SOE Dean’s Office, Department/Program discretionary funds, Faculty Professional Development and Pre-Tenure funds. Reconciliation will also include monthly reports as directed by Director of Finance and Administration.
• Serve as a financial resource and provide interpretation of rules for faculty and staff regarding financial policies and communicate and coordinate with faculty and staff to ensure all year-end financial deadlines are met.
• Serve as SOE resource for students and who receive funding awards for travel and research.
• Liaise with student employment and student financial aid to determine and process proper payment method for student awards, position stipends, hourly employment, scholarships, and participation stipends on behalf of the school
• Assist in budget planning by providing financial analysis of resources to Department Chairs and the Director of Finance and Administration.
• Provide analysis and forecasting of funds and expenses as needed.
• Help create periodic reports to University Advancement summarizing fund usage in support of donor stewardship.
• Apply basic accounting principles, appropriate internal controls, state and federal laws as well as W&M regulations and policies, and communicate policies to SOE faculty, staff, and students.
• Accurately prepare for signature a wide range of fiscal-related forms, such as vendor payments, journal vouchers, and deposits according to W&M and state policies and procedures.
• Track, verify, and reconcile transactions processed by other W&M units, (i.e., IT, facilities, telephone, postal and copier services, etc.).
• Reconcile monthly purchase card.
• Maintain and manage financial records/spreadsheets for individual faculty start-up funds, faculty awards, student awards and other funding that is not tracked in Workday.
• Prepare and submit faculty and staff travel spend authorizations and qualified expense reimbursement requests
• Process invoices to the William & Mary Foundation for reimbursement of qualified expenditures.
• Ensure bill payment is accurate and follows Prompt Pay guidelines.
• Ensure timely deposits.
• Serve as backup for other SOE finance staff as determined by the Director of Finance and Administration.

Procurement, Purchasing & Asset Management: 10%

• Utilize the University procurement system to create purchase orders and reconcile encumbrances in accordance with policy.
• Assist the university in obtaining its SWAM goals by utilizing SWaM vendors whenever possible.
• Manage procurement of products and services from all funding sources
• Act as liaison between Procurement office and faculty regarding procurement policy and coordinate with SOE Events & Facilities Manager to arrange for pickup of surplus office furniture and computers.
• Manage SOE computer orders to include procuring, tracking all computer inventory for SOE faculty and staff in coordination with SOE IT liaison, and SOE HEETF (Higher Education Equipment Trust Fund) liaison, and the Office of University Fixed Assets
• Research and resolve invoice inquiries and disputes from vendors.
• Assist in the development and processing of vendor agreements and independent contractors

Conditions of Employment: This is a non-exempt position, eligible to receive overtime for hours worked beyond 40 in a work week. This position may be subject to overtime during high peak times, etc. We will not sponsor applicants for work visas for this position. Salary range: Up to $54,000, commensurate with experience and internal alignment.

Job Profile

JP0030 - Administrative & Office Specialist III - Nonexempt - Salary - S07 Qualifications: Compensation Grade: S07 Recruiting Start Date: 2026-08-25

Position Restrictions

Continuing E&G funded position and not term-limited. 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.

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. 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.