Administrative & Fiscal Coordinator

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, as directed and approved by the supervisor.
• This position requires administrative access to the university’s information systems and/or sensitive university data. The incumbent is expected to adhere to the Information Security policies of the university as well as all applicable federal, state, and local laws, and follow information security best practices applicable to their job.

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 the 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
• Compensation Grade: S07
• Recruiting Start Date: 2026-07-14
• 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 & MMary 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.

William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative, and engaged communities and we are delighted about your interest in a career with us. Please be aware Workday has weekly downtimes and will be unavailable Fridays starting at 9:00 p.m. through Saturdays at noon (ET) for scheduled maintenance. During this time, the portal will be closed and will not accept applications.

William & Mary offers a competitive range of benefits that support employee well-being and professional growth, including access to on-campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.