Administrative and Fiscal Coordinator, Environment & Sustainability

William & Mary is seeking an Administrative and Fiscal Coordinator for its Environment & Sustainability Program and Keck Environmental Field Laboratory. The role involves providing administrative and financial support, managing budgets, processing reimbursements, coordinating grant administration, and supporting communications and events. Candidates must have a high school diploma and experience in office support functions. The position is based in Williamsburg, VA and does not offer remote work options.
Position Number
00413W

Unit Mission Statement

The Environment & Sustainability Program promotes multidisciplinary education and research to produce active and literate environmental citizens, leaders, and problem solvers. We emphasize the value of integrating knowledge and approaches from the natural sciences, social sciences, humanities, and professional schools to generate a holistic understanding of environmental issues and policy making, while simultaneously stressing the need for in-depth training in at least one environmental discipline.

The mission of the Keck Environmental Field Laboratory is to provide instructional and research support for environmental programs on the William & Mary campus and at the Virginia Institute of Marine Science. For both faculty and students, the 5,500-square-foot facility is an academic venue for hands-on investigation of issues within the increasingly complex and interdisciplinary world of environmental studies.

Position Summary

William & Mary's Environment & Sustainability Program (ENSP) and Keck Environmental Field Laboratory invite experienced applicants for the position of Administrative & Fiscal Coordinator. Under the supervision of the Environmental Science and Policy Director and Keck Laboratory Director, this position provides administrative and financial support for both units to include leadership and faculty support. Primary responsibilities include:
• Providing administrative support for the ENSP and Keck Lab Directors, faculty and affiliated faculty, postdoctoral fellows, and research lab technician.
• Serving as the first point of contact to office visitors, students and faculty in person and by telephone, and assist to answer or refer inquiries.
• Managing the department's indexes by verifying accounting entries, maintaining budget tracking spreadsheets, and providing financial review of resources to the ENSP and Keck Lab Directors
• Providing fiscal support to include processing of reimbursements, journal vouchers, and financial reporting
• Providing grant administration support and coordinating with the Office of Sponsored Programs to ensure that grant funds are expended appropriately, in compliance with federal and state guidelines.
• Liaising with multiple units on campus to facilitate processing of transactions and procurement of equipment and services.
• Working with Private Fund Accounting to ensure compliance with individual private fund gift restrictions
• Supporting the unit's communications program to include ongoing website and electronic media content updates
• Arranging and coordinating program meetings, colloquiums, lectures, guests, graduation, and other events to include catering, logistics, room reservations, and agenda
• Providing records management for student files and department records in compliance with retention guidelines
• *The department is not able to sponsor applicants for work visas for this vacancy

Essential Designation
No

Position Restricted?
No, this is a continuing E&G funded position and not term-limited

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 general practices and procedures
• Demonstrated proficiency in computer skills to include Microsoft Office: Word, Excel, PowerPoint, and Outlook
• Some knowledge of course scheduling and course registration processes
• Some knowledge of procurement and purchasing policies 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 and procedures in accordance with state and federal guidelines.
• Demonstrated experience in customer service with ability to communicate effectively with a diverse population of faculty, staff, and students.
• Demonstrated ability to learn and work effectively with productivity systems and applications including for procurement, fiscal reporting, and website production (e.g. Banner, Qlik, Workday, buyW&M, Chrome River, Cascade)
Preferred Qualifications
• Bachelor's degree from an accredited institution or an equivalent combination of education and experience
• Experience in a higher education environment
• Experience with course scheduling and course registration processes
• Familiarity with grant administration practices
• Experience with photo-editing and desktop publishing software and ability to learn website technology platforms and social media platforms such as Cascade, Blackboard, listservs, Facebook, and Twitter
• Experience creating content for web pages, social and other communication platforms
• Experience with productivity systems and applications such as Banner, Qlik, Workday, buyW&M, and Chrome River
Is the position remote work eligible?
Not eligible

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 $46,000

Advertised Pay Range Statement

All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.

Job Close Date: 03/24/2025

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.