Administrative & Fiscal Coordinator

Administrative & Fiscal Coordinator

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.

• 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

• 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

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…