What are the responsibilities and job description for the Administrative Assistant position at William & Mary?
Position Information
Position Number
01385W
Position Title
Administrative Assistant
Employment Category
Full Time Operational
Location
William & Mary
Department
311000 Provost's Office
Unit Mission Statement
The Provost is the chief academic and budget officer of the university. The Provost’s Office is responsible for all academic and research programs, academic budgets, institutional planning, space allocation, and faculty development.
Position Summary
Reporting to the Associate Provost for Faculty Affairs & Development, the Administrative Assistant provides administrative support to the Associate Provost for Faculty Affairs & Development and contributes to the daily operations of the Office of the Provost as a key team member. Core responsibilities include, but are not limited to:
- Provide administrative support to include both daily and complex calendar management, placing supply orders, booking and reconciling travel, arranging meetings and managing logistics related to meetings (room reservations, AV, catering, parking, etc.).
- Provide program support, including the development of high quality internal and external facing content for reports, proposals, and events.
- Provides support for the faculty lifecycle processes including professorships and awards in coordination with the faculty lifecycle administrator.
- Collaborate closely with the Program & Events Coordinator and provide support for Associate Provost for Faculty Affairs & Development events as directed.
- Assist and support the Associate Provost for Faculty Affairs & Development in all daily operations as directed, including troubleshooting problems and general office management.
- Support the Office of the Provost, as required.
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, etc. as directed and approved by the supervisor.
- This position requires the ability to maintain confidentiality and appropriately handle sensitive information, particularly in dealings with a wide variety of populations (e.g., faculty, staff, and students) of varying levels of education and skills in communication.
Essential Designation
No
FLSA
Non-Exempt
Position Restricted?
No, this is a continuing E&G funded position and not term-limited
Position Term
12 month - Continuing
Position Months
Faculty or Staff: 12 month
Required Qualifications
- Bachelor’s degree or an equivalent combination of education, experience, and training.
- Experience (typically 1-3 years) in a senior-level office environment performing administrative support.
- Working knowledge of general office practices and procedures.
- Proficiency with Microsoft Word, Excel, Outlook, Teams, and Google Workspace.
- Interpersonal, communication and customer service skills with a demonstrated ability to develop positive relationships with university partners to ensure productive collaboration across units; adept at conflict management.
- Proven ability to foster high-level collaboration and effectively engage with a diverse range of internal and external stakeholders to provide guidance, information, and resolve issues.
- Experience handling confidential and sensitive information with tact and discretion.
- Demonstrated ability to effectively organize, prioritize, and navigate multiple competing priorities in a fast-paced environment, providing a high-level of attention to detail and accuracy, while meeting established deadlines.
- Commitment to excellence and accountability with the ability to work independently and in a team environment, make sound decisions, and utilize an exceptionally high level of judgement and critical thinking.
- Proven project management and organizational skills including database and spreadsheet management.
Preferred Qualifications
- Experience in higher education setting that involves interfacing with diverse constituencies, including students, faculty, staff, senior-level administrators, and the broader public.
- Experience with America to Go, Banner, Box, buyW&M, and Chrome River.
- Experience with Cascade, Canva, and Qualtrics.
- Previous experience with calendar management.
- Experience with website design and management.
- Experience with handling social media accounts, and creating posters, flyers, and media for advertising events.
- Experience working with and creating standard office operating procedures.
Is the position remote work eligible?
Hybrid (works remotely at least 1 day per week but not full-time)
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.
Advertised Pay Range
Up to $55,000, commensurate with experience
Advertised Pay Range Statement
University Salary Range
U06
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date
01/27/2025
Review Begin Date
02/10/2025
Job Close Date
02/24/2025
Open Until Filled
No
Special Application Instructions
Reference letters can be added to the application packet under “Other Doc”.
Background Check Statement
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.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Salary : $55,000
