Administrative Coordinator; Theatre & Performance

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Job Description

Summary:

William & Mary’s Department of Theatre and Performance invites qualified applicants for the position of Administrative Coordinator. Under the supervision of the Administrative and Fiscal Coordinator, this position provides a broad range of administrative and programmatic support for the department. The successful candidate will demonstrate strong attention to detail and an ability to balance competing priorities.

Primary responsibilities include:

• Providing administrative support for the department chair, faculty, and office to include receiving and distributing packages, assisting with department communication and technological support, and faculty personnel services.
• Serving as first point of contact for office visitors, students and faculty in person and by telephone.
• Coordinating travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates, and artists.
• Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Procurement, and Student Financial Aid to facilitate processing of transactions and procurement of equipment and services.
• Facilitating the hiring process for student employees.
• Assisting with course scheduling and registration processes.
• Facilitating faculty recruitment and hiring processes while ensuring compliance with all applicable policies and procedures.
• Providing records management for student files and department records in compliance with retention guidelines.

Job Description:

Required Qualifications:

• High school graduate or equivalent.
• Working knowledge of general office practices and procedures.
• Proficient in computer skills including internet browsers and Microsoft Office:
  Word, Excel, PowerPoint, and Outlook.
• Familiarity with procurement &purchasing policies and procedures.
• Ability to learn and work effectively with automated and productivity systems in the areas of procurement and travel.
• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines.
• Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing with a diverse population of faculty, staff, and students.

Preferred Qualifications:

• Bachelor’s degree or an equivalent combination of education, experience, and training.
• Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.).
• Knowledge of general employment/hiring practices and procedures.
• Working knowledge of Commonwealth of VA State and university policies and procedures.
• Experience working in a higher education office environment.
• Experience coordinating travel arrangements.
• Experience with productivity systems and applications such as Banner, Workday, Qlik, BuyW&M, and Chrome River.

Conditions of Employment:

• Occasional evening and weekend work required, i.e., during open house, commencement, home coming, lectures, special events, etc.
• 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: $45,000

Job Duties:

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.
• Receive mail and distribute; maintain unit and individual mailboxes.
• Receive a high volume of packages, validate contents on packing slips, distribute packages and email packing slips to relevant staff.
• Maintain group calendars and provide administrative support to Chair and faculty for 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.
• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair.
• Accurately record minutes for bi-monthly department meetings.
• Prepare gift acknowledgement letters for Chair’s signature.
• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.
• Coordinate travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates and artists.
• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person; as…