Conditions of Employment:

• Weekend and evening hours may be required. Emergency response may be required.
• 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.
• Some physical activity required, including lifting up to 30 pounds.

Hiring Range:

$47,000 up to $59,500 commensurate with experience

Duties:

• Building Operations (50%):

  • Assist Building Services Director by ensuring proper maintenance and upkeep of the facility.
  • Maintain proper level of building supplies based on usage, time of year, and overall need for items including but not limited to paper & toner for printers, whiteboard supplies, general office supplies for Building Operations.
  • Coordinate and maintain school managed parking location and associated reporting requirements with Parking Services.
  • Develop/create work orders as needed or requested by building manager and building occupants by providing backup facilities support to building manager.
  • Regularly inspect facility condition noting maintenance needs: e.g., lamp replacement, paint, drywall, flooring, furniture condition, and overall building condition and cleanliness.
  • Point of contact for emergency situations. Maintain emergency evacuation policies and help give direction in the event of an emergency.
  • Provide reports from scheduling software as requested.
  • Generate and send invoices to other campus departments as well as external groups for building rental charges.
  • Coordinate with contractors and outside vendors as needed for building related services.
  • Assist with building access control including; key distribution and inventory, card access, locker rentals and reporting.
  • Manages building security to include opening and closing procedures.

• Events and Scheduling (30%):

  • Manage internal Miller Hall events. Act as point of contact for event planning by working with event coordinators to ensure all materials and space accommodations are met (i.e., room layouts, building services, housekeeping, A/V, room capacity, back of house, etc.) and building policies and procedures are followed.
  • Manage and coordinate external group events with Conference Services. Follow up with Conference Services to ensure proper invoicing for space and equipment and create contract/rental packages and receipts.
  • Manage Miller Hall building schedule for W&M, faculty, staff, student, VIP, and other events held in the public rooms and outdoor spaces at Miller Hall.
  • Utilize scheduling software for Miller Hall based upon established guidelines and priorities. Serve as the primary point of contact, trainer and school administrator on utilization of software. Ensure schedule is accurate and make changes as necessary.
  • Coordinate appropriate and timely setup/strike for all events occurring at Miller Hall.
  • Assist program teams in posting directional signs for various events throughout the building.
  • Assist with employee onboarding and building tours as needed.

• Fiscal and Administrative (20%):
  • Manage Miller Hall special event use fees and donations, other deposits, and expenditures as needed.
  • Manage routine procurements such as but not limited to supplies, equipment, services, memberships, and subscriptions in accordance with University policy.
  • Holds and reconciles the SPCC card for the business school.
  • Supervision of student staff including time sheet approval.
  • Ensure electronic and other signage throughout the building is updated and operating in coordination with Marketing and IT.
  • Other duties as assigned.

Job Profile:

• JP0315 - Administrative & Office Specialist III - Nonexempt - Salary - S08

Qualifications:

• Compensation Grade: S08
• Recruiting Start Date: 2026-09-30
• 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.

Applicant Notice:

By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice:

Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

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.