Administrative Coordinator (Chemistry)

Administrative Coordinator (Chemistry)

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remote type

Remote Type - Hybrid

locations

Posting Location - William & Mary

time type

Full time

posted on

Posted Yesterday

job requisition id

JR102150

Job Requisition: JR102150 Administrative Coordinator (Chemistry) (Open)

Job Posting Title: Administrative Coordinator (Chemistry)

Department: CC00099 WM001 | CAS | Chemistry Dept

Job Family: Staff - Administrative & Office Support

Worker Sub-Type: Regular (benefited)

Job Requisition Primary Location: Integrated Science Center

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary: William & Mary’s Chemistry Department is seeking qualified applicants for the full-time position of Administrative Coordinator, whose efforts will support administrative staff, faculty, and department leadership. Under the supervision of the Administrative and Fiscal Supervisor, this position will support the administrative and programmatic needs of the department and its laboratories.

Job Description:

Primary responsibilities include:

• Administrative support for the office and laboratories to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications and technological support.
• Administrative and operational support for the undergraduate and graduate chemistry programs.
• Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.
• Arranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda.
• Providing records management for student files, department records, and maintenance of spreadsheets for departmental operations.
• Assign work to be completed by part-time student office workers.

Required Qualifications

• High School graduate or equivalent.
• Some knowledge of general employment/hiring practices and procedures.
• Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.
• Proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, Outlook, and Teams.
• Familiar with fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.
• Ability to learn and work effectively with productivity systems and applications.
• Ability to interpret and apply organizational policies, procedures in accordance with state & federal guidelines.
• 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 from an accredited institution or an equivalent amount of education, experience, and/or training.
• Experience working in a higher education office environment.
• Prior fiscal administration, course scheduling, or academic program administration experience
• Working knowledge of general hiring practices and procedures.
• Knowledge of procurement & purchasing policies and procedures.
• Experience maintaining web pages such as Cascade, Blackboard, and Outlook, group calendars, and/or listservs.
• Experience with interpreting and applying organizational policies, procedures in accordance with state & federal guidelines.

Conditions of Employment

• Occasional evening and weekend work required, i.e., during commencement, open house, homecoming, lectures, special events, etc.
• This is a non-exempt position, eligible to work 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.

Compensation: Up to $46,000 commensurate with experience

For full consideration, submit your resume and cover letter by the priority review date of 11/8/2026.

Job Duties

60% - General Administration and Support

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.
• Maintain group calendars and provide administrative support to Chair and faculty, for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.
• Lead the planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.
• Assist in drafting correspondence or email to send on behalf of the department or as a draft for the Chair.
• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.
• Make travel arrangements for faculty, students, and guest lecturers.
• Prepare gift acknowledgement letters for Chair’s signature.
• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person, as appropriate.
• Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair.
• Receive mail and distribute; maintain unit and individual mailboxes.
• Secure laboratory facilities at the end of the business day.
• Assist with preparation of travel spend authorizations and expense reimbursement requests, as needed.
• Verify federal I-9 employment eligibility using the on-line verification system.

25% - Communication & Technological Support

• Provide support for the unit’s communications program to engage target audience. Maintain content on the unit website and electronic media utilizing knowledge of current technology platforms.
• Assist in the preparation of print, email, web, and other communications pieces for various events and activities as determined by the Chair, consulting with the Dean’s Office communications staff as needed.
• Utilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested.
• Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division and its students, as appropriate.
• Remain current on knowledge of technology platforms and database tools as well as units’ technology needs to recommend purchases of needed items and oversee the installation of new software and upgrades for classrooms and offices; consulting with designated IT liaison, as needed.

10% - Records Management

• Maintain unit, program, and student records in compliance with retention guidelines; to include but not limited to student major/minor, meeting minutes, CV’s, course offerings & evaluations, personnel files, fundraising information (e.g., data, donors, and fund restrictions).
• Maintain spreadsheets for all unit operations: expenditures, travel, stipend, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, etc.
• Convert, store, and manage files electronically as needed.
• Liaise with Registrar, Provost, Financial Aid, and other units to produce necessary forms and reports.
• Prepare and maintain statistical and informational reports as requested by the university or specific agencies.
• Coordinate with Records Management staff at Swem Library and follow state guidelines in properly disposing of files after established retention period.

5% - Procurement

• Manage/approve routine procurements within the delegated authority of budget and purchase card, in compliance with state and university policies, such as but not limited to supplies, equipment, services, vendors, annual contracts, memberships, and subscriptions.
• Utilize the university’s electronic procurement system to initiate and monitor transactions and reconcile encumbrances.
• Act as liaison between Procurement office and faculty regarding procurement policy and encourage use of state contractors and SWaM (small, women, and minority owned business) vendors.
• Research and resolve invoice inquiries and disputes from vendors.
• Assist in the development and processing of vendor agreements, especially for guests and external program reviewers.
• Communicate with Procurement regarding all purchases beyond the unit’s delegated authority, including but not limited to unusual purchases, bids, and sole sources. Participate in training and meetings offered by Procurement.
• May collaborate as a liaison for the unit and the Office of Procurement for the preliminary work on complex procurement processes involving extensive research, knowledge of specifications for unique items and equipment, national and/or international vendors, and facets of curren