Administrative & Fiscal Coordinator

Job Requisition:
JR101912 Administrative & Fiscal Coordinator (Open)

Department:
CC00398 WM001 | WMUO | Computing
Support

Job Description Summary:
Reporting to the Director of IT Business Services, the Administrative & Fiscal Coordinator
serves as a key member of the IT Business Office and is part of the team responsible for coordinating the department’s procurement, fiscal,
human resources, and administrative operations for approximately 110 employees. This position provides exceptional customer service while
supporting executive leadership, supporting departmental operations and business processes, ensuring compliance with university policies,
and fostering strong collaborative relationships across the university community.

Job Description:

Required
Qualifications:

• Bachelor’s degree from an accredited institution or an equivalent combination of training, education and/or
  experience.
• Experience providing administrative, fiscal, procurement, or customer service support in a professional office
  environment.
• Working knowledge of general office practices, administrative procedures, and customer service
  principles.
• Experience supporting executive leadership through complex calendar management, meeting coordination, and travel
  arrangements.
• Experience coordinating multiple priorities while meeting deadlines in a fast-paced environment.
• Demonstrated
  ability to organize work, exercise sound judgment, and maintain a high level of accuracy and attention to detail.
• Strong written and
  verbal communication skills with the ability to interact professionally and effectively with employees, leadership, vendors, and campus
  partners.
• Demonstrated problem-solving skills with the ability to analyze situations, identify solutions, and follow issues through
  to completion.
• Ability to work independently while contributing effectively within a collaborative team
  environment.
• Experience maintaining confidential and sensitive information with discretion and professionalism.
• Proficiency
  using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications and business
  systems.

Preferred Qualifications:

• Experience providing administrative or fiscal support within higher
  education.
• Experience with procurement, purchasing, accounts payable, or contract administration.
• Experience supporting
  Human Resource functions, including recruitment and onboarding.
• Experience working with enterprise resource planning (ERP),
  productivity systems and applications such as Workday, Banner, Qlik, and BuyW&M (Jaggaer), TeamDynamix (TDX), and America to Go
  (ATG).
• Experience administering Small Purchase Charge Card (SPCC) transactions and reconciling procurement card
  expenses.
• Working knowledge of information technology terminology, software applications, and IT Business
  Operations.

Conditions of Employment:

• 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.
• Information Security: This position requires administrative access to the university’s information systems and/or
  sensitive university data. This incumbent is expected to be aware of an adhere to the Information Security policies of the university as
  well as all applicable federal, state, and local laws. Additionally, the incumbent is expected to follow information security best practices
  applicable to their job and pursue information security and awareness opportunities when possible.

Duties:

40%- Procurement, Purchasing, & Financial Operations:

• Coordinate procurement activities for the department, including
  creating requisitions, obtaining quotes, processing purchase orders, vendor and software renewals, and payment requests.
• Process
  Small Purchase Charge Card (SPCC) transactions, reconcile monthly expense reports, and ensure compliance with university and Commonwealth of
  Virginia purchasing policies.
• Review and approve campus technology procurement requests routed through IT to ensure required
  approvals and supporting documentation are complete and compliant with procurement procedures.
• Monitor purchase orders, invoices,
  and vendor payments to ensure timely receipt, payments and follow-ups.
• Coordinate the receipt, tracking, distribution, and
  documentation of purchased equipment, software, mail, and packages.
• Administer the IT technology approval workflow in TeamDynamix
  (TDX), ensuring campus technology requests are reviewed, assigned, and processed accurately while adhering to IT, Procurement, and
  university policies and procedures.
• Prepare and submit accounting journals and adjustments, as well as invoices for accounts
  payable. Verify accounting transactions posted by data control and accounts payable.
• Complete timely fiscal year-end procedures in
  accordance with university guidelines.

30%- Business Office Functions & Executive Support:

• Provide executive
  administration support to the Chief Information Officer (CIO), including managing complex calendars, scheduling meetings, and preparing
  travel authorizations and expense reports.
• Coordinate catering arrangements for IT department meetings, events, and functions,
  ensuring timely ordering, proper event setup, and post-event cleanup.
• Serve as a liaison with Facilities management and other campus
  departments to coordinate building maintenance and operational needs.
• Coordinate office supply, furniture, and equipment purchases
  for the IT department.
• Administer the department’s Voyager Fuel Card Program and maintain IT building room keys and loaner key
  inventory.
• Receive mail and packages and distribute; maintain individual mailboxes.

20%- Human Resources & Personnel
Administration:

• Serve as administrative liaison between leadership and hiring managers for employee recruitment, onboarding,
  position changes, and personnel actions.
• Coordinate administrative onboarding and offboarding activities for new and student
  employees.
• Verify federal I-9 employment eligibility using the on-line verification system.
• Review costing allocations and
  assist with personnel transactions in Workday, if requested by Director of IT Business Services.
• Support hiring managers throughout
  recruitment process by assisting with UHR standards, grid screening, and training requirements etc.
• Maintain department
  organizational charts, staff directories, and contact lists.
• Provide guidance to employees regarding UHR resource policies,
  procedures, and business office processes.

10%- Customer Service, Process Improvements:

• Deliver outstanding customer
  service while serving as a resource for all IT faculty, staff, students, vendors, and campus partners
• Identify opportunities to
  improve business office processes, documentation, and operational efficiencies.
• Exercise sound judgment, discretion, and
  professionalism while managing confidential information.
• Perform additional duties as assigned in support of department
  goals.

Posting Range: Up to $51,000 commensurate with experience

Additional Job Description:

Job
Profile:
JP0030 – Administrative & Office Specialist III – Nonexempt – Salary – S07

Qualifications:

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.

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.

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