What are the responsibilities and job description for the Administrative Coordinator (Biology) position at William & Mary?
Position Information
Position Number
00195W
Position Title
Administrative Coordinator (Biology)
Employment Category
Full Time Operational
Location
William & Mary
Department
3KE110 Biology Dept
Unit Mission Statement
The Department of Biology is committed to excellence in research and teaching in the integrative life sciences, from molecules to ecosystems. Our goal is the development of well-trained biologists and scientifically literate citizens. The Faculty of teacher-scholars does innovative research and collaborates with undergraduate and graduate students to foster critical thinking, professional skills, and intellectual independence. These goals are met, in part, by actively promoting opportunities for students to conduct original research that advances science. The Faculty values diversity, collegiality, and the pursuit of academic connections across disciplines. We place a priority on being accessible to students and colleagues. The Department strives to create an inclusive and nurturing environment for student and faculty development that encourages outreach and participation in the College, local, and professional communities.
Position Summary
W&M’s Department of Biology invites qualified applications for the position of Administrative Coordinator. Under the supervision of the chair and Administrative & Fiscal Manager, this position manages all administrative needs of the department to include programmatic support for approximately a dozen full-time, affiliated, or visiting faculty members. Primary responsibilities include:
- Administrative support for the department chair, director of graduate studies, faculty, and office to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications.
- Serving as first point of contact for office visitors, students and faculty in person and by telephone and assist to answer or refer inquiries.
- Arranging and coordinating program meetings, colloquiums, lectures, guests, and special events to include catering, logistics, and agenda.
- Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Human Resources, Procurement, Student Financial Aid, and the Office of Sponsored Programs to facilitate processing of transactions and procurement of equipment and services.
- Providing records management services for the unit, program, and student records in compliance with retention guidelines.
- Administrative and Faculty Personnel Services to include facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.
- Supporting the unit’s communications program to include ongoing website and electronic media content updates.
Conditions of Employment
- Occasional evening and weekend work required, i.e., during open house, commencement, home coming, lectures, special events, etc.
- 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.
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
- High School graduate or equivalent.
- Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.
- Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook.
- Some knowledge of general employment/hiring practices and procedures.
- Working knowledge of fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.
- Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines.
- Ability to learn and work effectively with productivity systems and applications including course scheduling (e.g. Banner).
- Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students.
Preferred Qualifications
- Bachelor’s degree or an equivalent amount of education and experience.
- Experience working in a higher education office environment.
- Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
- Prior fiscal administration experience.
- Experienced in creating and maintaining content for web pages, social and other communication platforms such as Cascade, Blackboard and Outlook, group calendars, and/or listservs.
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 $43,600
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range
U05
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
01/21/2025
Review Begin Date
Job Close Date
02/04/2025
Open Until Filled
No
Special Application Instructions
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 : $43,600
