Administrative Coordinator; Chemistry

Job Requisition:

JR102150 Administrative Coordinator (Chemistry) (Open)

Job Posting

Title:

Administrative Coordinator (Chemistry)

Department:

CC00099 WM001 | CAS | Chemistry Dept

Job Family:

Staff
- Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job

Requisition Primary

Location:

Integrated Science Center

Primary Job Posting

Location:

Posting Location
- William & Mary

Job Description

Summary:

William & Mary’s Chemistry Department is seeking qualified applicants for the full-time position of Administrative Coordinator, whose efforts will support administrative staff, faculty, and department leadership. Under the supervision of the Administrative and Fiscal Supervisor, this position will support the administrative and programmatic needs of the department and its laboratories.

Job Description:

Primary responsibilities include:

• Administrative support for the office and laboratories to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications and technological support.
• Administrative and operational support for the undergraduate and graduate chemistry programs.
• Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.
• Arranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda.
• Providing records management for student files, department records, and maintenance of spreadsheets for departmental operations.
• Assign work to be completed by part-time student office workers.

Required Qualifications

• High School graduate or equivalent.
• Some knowledge of general employment/hiring practices and procedures.
• Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.
• Proficiency in computer skills to include Internet browsers and Microsoft Office:
  Word, Excel, PowerPoint, Outlook, and Teams.
• Familiar with fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.
• Ability to learn and work effectively with productivity systems and applications.
• Ability to interpret and apply organizational policies, procedures in accordance with state & federal guidelines.
• Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effective with a diverse population of faculty, staff, and students.

Preferred Qualifications

• Bachelor’s degree from an accredited institution or an equivalent amount of education, experience, and/or training.
• Experience working in a higher education office environment.
• Prior fiscal administration, course scheduling, or academic program administration experience
• Working knowledge of general hiring practices and procedures.
• Knowledge of procurement & purchasing policies and procedures.
• Experience maintaining web pages such as Cascade, Blackboard, and Outlook, group calendars, and/or listservs.
• Experience with interpreting and applying organizational policies, procedures in accordance with state & federal guidelines.

Conditions of Employment

• Occasional evening and weekend work required, i.e., during commencement, open house, homecoming, lectures, special events, etc.
• This is a non-exempt position, eligible to work 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 $46,000 commensurate with experience

Job Duties

60% - 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 Chair and faculty, for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.
• Lead the 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 email to send on behalf of the department or as a draft for the Chair.
• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.
• Make travel arrangements for faculty,…