Administrative & Fiscal Coordinator (Military Science)

William & Mary; United States; On-site; USD 43,000 - 53,000; Full time

Job summary

William & Mary’s Department of Military Science seeks an experienced Administrative & Fiscal Coordinator to support the department’s needs under the supervision of the Department Chair. The role includes leadership support for faculty and administrative tasks.

Primary duties encompass purchasing, mail distribution, meeting coordination, and departmental correspondence, plus fiscal processing, scheduling, recruitment support, and event planning across campus activities.

Qualifications

• High School graduate or equivalent.
• Demonstrated customer service experience and knowledge of administrative and office support functions.
• Excellent interpersonal, verbal, and written communication skills with diverse populations.
• Working knowledge of fiscal administration and general accounting practices, including tracking and projecting expenditures.
• Proficient in Microsoft Office applications (Excel, Word, Outlook).
• Some knowledge of general employment/hiring practices and procedures.
• Ability to interpret and apply organizational policies and procedures according to state and federal guidelines.
• Ability to learn and work effectively with automated and productivity systems in fund management, procurement, and reporting.

Responsibilities

• Provide administrative support: ordering supplies, distributing mail, coordinating meetings, and assisting with department correspondence.
• Serve as first point of contact to visitors, students, and faculty in person and by telephone.
• Provide fiscal support: processing reimbursements, accounting journals/adjustments, status reports, and financial statements.
• Support the unit's communications program with website and electronic media content updates.
• Facilitate registration and academic course scheduling for all department courses.
• Support recruitment operations: scheduling physicals, liaising with campus medical clinic, tracking applicant documentation, and drafting letters.

Skills

Interpersonal skills

Verbal communication

Written communication

Education

Bachelor's degree or equivalent in relevant field

Tools

Microsoft Office

Cascade

Blackboard

Workday

Job description

Job Requisition: JR102123 Administrative & Fiscal Coordinator (Military Science) (Open)

Job Posting Title: Administrative & Fiscal Coordinator (Military Science)

Department: CC00133 WM001 | CAS | Military Science

Job Family: Staff - Administrative & Office Support

Worker Sub-Type: Regular (benefited)

Job Requisition Primary Location: Western Union Building

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary:

William & Mary's Department of Military Science seeks experienced applicants for the position of Administrative & Fiscal Coordinator. Under the supervision of the Department Chair, the successful applicant will support the administrative needs of the department to include leadership and faculty support.

Primary responsibilities include:

• Providing administrative support to include ordering supplies, distributing mail, coordination of meetings, and assistance with department correspondence.
• Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.
• Providing fiscal support to include processing of reimbursements, Accounting Journals and Accounting Adjustments, status reports and financial statements.
• Supporting the unit's communications program to include ongoing website and electronic media content updates.
• Facilitating registration processes and academic course scheduling for all courses within the department.
• Supporting recruitment operations to include scheduling physicals, liaising with the campus medical clinic, tracking applicant documentation/maintaining records, and drafting letters to applicants.
• Arranging and coordinating program meetings and special events to include catering, travel logistics, and agenda for annual Commissioning ceremony, award ceremony, advancement events and joint campus-wide military-related events.
• Liaising with multiple units across campus to facilitate processing of transactions and procurement of equipment and services.
• Providing records management for student files and department records in compliance with retention guidelines.

Job Description:

Required Qualifications :

• High School graduate or equivalent.
• Demonstrated customer service experience and knowledge of administrative and office support functions, including office equipment, established procedures, and customer service best practices.
• Excellent interpersonal, verbal, and written communication skills, with the ability to communicate effectively and establish positive working relationships with a diverse population of faculty, staff, and students.
• Working knowledge of fiscal administration and general accounting practices, including tracking and projecting expenditures.
• Proficient in Microsoft Office applications (Excel, Word, Outlook).
• Some knowledge of general employment/hiring practices and procedures.
• Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines.
• Ability to learn and work effectively with automated and productivity systems in the areas of fund management, procurement, and reporting.

Preferred Qualifications :

• Bachelor's degree from an accredited institution or equivalent combination of education and experience.
• Experience working in a higher education office environment.
• Prior fiscal administration experience.
• Familiarity with course scheduling and registration processes.
• Knowledge of COLL designations, EPC guidelines, and use of attribute application for compliance in scheduling.
• Working knowledge of website technology platforms such as Cascade, Blackboard, Workday, group calendars, listservs, and social media.

Conditions of Employment:

Occasional evening and weekend work required.

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.

Compensation:

Up to $48,000 commensurate with experience.

Job Duties:

40% - General Administration and Support:

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.
• Maintain group calendars and provide administrative support to unit leadership and faculty to include coordination of meetings, lectures, guests, special events, and academic programs/initiatives.
• Assist with planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.
• Attend meetings and liaise with Military & Veteran Affairs and Association of 1775 alumni group to support events and engagements for ROTC students.
• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair to include Alumni listserv m