Administrative & Fiscal Coordinator (Military Science)

Job Requisition: JR102123 Administrative & Fiscal Coordinator (Military Science) (Open) Job Posting Title: Administrative & Fiscal Coordinator (Military Science) Department: CC00133 WM001 | CAS | Military Science Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Western Union Building Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: William & Mary's Department of Military Science seeks experienced applicants for the position of Administrative & Fiscal Coordinator. Under the supervision of the Department Chair, the successful applicant will support the administrative needs of the department to include leadership and faculty support. Primary responsibilities include: Providing administrative support to include ordering supplies, distributing mail, coordination of meetings, and assistance with department correspondence. Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries. Providing fiscal support to include processing of reimbursements, Accounting Journals and Accounting Adjustments, status reports and financial statements. Supporting the unit's communications program to include ongoing website and electronic media content updates. Facilitating registration processes and academic course scheduling for all courses within the department. Supporting recruitment operations to include scheduling physicals, liaising with the campus medical clinic, tracking applicant documentation/maintaining records, and drafting letters to applicants. Arranging and coordinating program meetings and special events to include catering, travel logistics, and agenda for annual Commissioning ceremony, award ceremony, advancement events and joint campus-wide military-related events. Liaising with multiple units across campus to facilitate processing of transactions and procurement of equipment and services. Providing records management for student files and department records in compliance with retention guidelines. Job Description: Required Qualifications: High School graduate or equivalent. Demonstrated customer service experience and knowledge of administrative and office support functions, including office equipment, established procedures, and customer service best practices. Excellent interpersonal, verbal, and written communication skills, with the ability to communicate effectively and establish positive working relationships with a diverse population of faculty, staff, and students. Working knowledge of fiscal administration and general accounting practices, including tracking and projecting expenditures. Proficient in Microsoft Office applications (Excel, Word, Outlook). Some knowledge of general employment/hiring practices and procedures. Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines. Ability to learn and work effectively with automated and productivity systems in the areas of fund management, procurement, and reporting. Preferred Qualifications: Bachelor's degree from an accredited institution or equivalent combination of education and experience. Experience working in a higher education office environment. Prior fiscal administration experience. Familiarity with course scheduling and registration processes. KnowledgeofCOLLdesignations,EPCguidelines, and use of attribute application for compliance in scheduling. Working knowledge of website technology platforms such as Cascade, Blackboard, Workday, group calendars, listservs, and social media. Conditions of Employment: Occasional evening and weekend work 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. Compensation: Compensation: Up to $48,000 commensurate with experience. Job Duties: 40% - 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 unit leadership and faculty to include coordination of meetings, lectures, guests, special events, and academic programs/initiatives. Assist with planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested. Attend meetings and liaise with Military & Veteran Affairs and Association of 1775 alumni group to support events and engagements for ROTC students. Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair to include Alumni listserv messages, fundraising communications and event publicity. Liaise with other units on campus (i.e., CAS Dean’s Office, Academic Advising, IT, Facilities Management, Campus Recreation, 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 the 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 the supervisor or the Chair. Receive mail and distribute; maintain unit and individual mailboxes. Assist with coordination of travel requests and spend authorizations. 25% - Communications and 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 as determined by the Chair/Director, Utilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested. Communicate and liaise with Military & Veteran Affairs and Association of 1775 alumni group to support events and engagements for ROTC students. Support advancement efforts with email and social media communications Serve as contact for 2 registered student organizations to support carry-over of administrative and financial records between incoming and outgoing officers Coordinate with students regarding photos and program updates for e-Newsletter as well as e-Newsletter creation Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, 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. 15% - Fiscal Administration: Manage department/program worktags/funds: verify accounting entries, balance monthly expenditure vs. budget, create and maintain budget tracking spreadsheets, and assist Chair with forecasting budget needs. Funds may include state, gifts and endowments. Assist in budget planning by providing financial review of resources. Maintain financial records/spreadsheets for tracking student award funds and funding not monitored in the system of record. Track, verify, and reconcile transactions processed by other university units, (i.e., IT, facilities, postal and copier services, etc.). Work with Private Fund Accounting to ensure compliance with individual private fund gift restrictions. Compile annual spending report for the donor appreciation letters. Prepare Accounting Journals, Accounting Adjustments, Customer Invoices (for reconciliation of WMF funds) and other tasks under the direction of supervisor. Prepare and submit travel spend authorizations, qualified expense reimbursement requests. Reconcile monthly P-card (credit card) report. Implement state fiscal policies and communicate fiscal policies and practices to unit faculty, staff, and students. 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 BuyW&M 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 as needed. 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. Serve as a liaison for the unit and the Office of Procurement for the preliminary work on complex procurement processes involving research, knowledge of specifications for unique items and equipment, national and/or international vendors, and currency exchanges. 5% - Scheduling and Registration: Collaborate with the unit Course Scheduler/Chair to complete and submit the final edited course schedule to the Registrar’s office. Assist with resolving registration issues by processing student overrides and by coordinating additional classes. Build academic schedule, in scheduling system, coordinating with faculty/Chair and resolving conflicts. Update schedule to change enrollment caps as requested by faculty/Chair. Coordinate all changes to course schedule with the Registrar for room assignments. 5% - Administrative and Faculty Personnel Services: Process Faculty Affiliate Forms for all Military Science faculty and staff in connection with Faculty Personnel Services. Ensure submissions are complete and timely. Communicate with the Dean’s Office, as needed, regarding policy and procedure. For faculty and personnel searches, advise and ensure current University policies and processes are followed. Maintain confidentiality of unit personnel files and archives. Facilitate compliance with the University clearance policy during employee separation. Approve timesheets and reconcile Workday reports, as assigned. 5% - 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 and store files electronically as needed. Providing records management for student files (Cadet Record Brief, DA 2453, USACC 104-R, DD 2983, USACC COIRWL 1) and department records in compliance with retention guidelines. Tracking completion of above-specified records in cooperation with Military Science faculty and staff. Liaise with Registrar, Provost, Financial Aid, and other units as needed 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. Additional Job Description: Unit Mission Statement: The College of Arts & Science at William & Mary is an inclusive and enduring community that produces exemplary research and cultivates intellectual curiosity, academic freedom, creative expression, and critical thinking. Our dynamic liberal arts and sciences education blends distinguished teaching, exceptional mentoring, and internationally recognized scholarship, preparing students to lead, serve, and excel as engaged members of society. William & Mary’s Department of Military Science, established in 1947, is the cornerstone of military officer training that develops students into becoming the military’s future officers. Military Science classes aim to develop students’ minds intellectually, to teach them about the contemporary operating environment, and to prepare them to lead troops in a multitude of missions and operations. As such, academics are the core of officer training. Job Profile: JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06 Qualifications: Compensation Grade: S06 Recruiting Start Date: 2026-09-28 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. 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. #J-18808-Ljbffr