Administrative Services Coordinator

Job Requisition: JR101912 Administrative & Fiscal Coordinator (Open) Job Posting Title: Administrative & Fiscal Coordinator Department: CC00398 WM001 | WMUO | Computing Support Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Jones Hall Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: Reporting to the Director of IT Business Services, the Administrative & Fiscal Coordinator serves as a key member of the IT Business Office and is part of the team responsible for coordinating the department's procurement, fiscal, human resources, and administrative operations for approximately 110 employees. This position provides exceptional customer service while supporting executive leadership, supporting departmental operations and business processes, ensuring compliance with university policies, and fostering strong collaborative relationships across the university community. Job Description: Required Qualifications: Bachelor’s degree from an accredited institution or an equivalent combination of training, education and/or experience. Experience providing administrative, fiscal, procurement, or customer service support in a professional office environment. Working knowledge of general office practices, administrative procedures, and customer service principles. Experience supporting executive leadership through complex calendar management, meeting coordination, and travel arrangements. Experience coordinating multiple priorities while meeting deadlines in a fast-paced environment. Demonstrated ability to organize work, exercise sound judgment, and maintain a high level of accuracy and attention to detail. Strong written and verbal communication skills with the ability to interact professionally and effectively with employees, leadership, vendors, and campus partners. Demonstrated problem-solving skills with the ability to analyze situations, identify solutions, and follow issues through to completion. Ability to work independently while contributing effectively within a collaborative team environment. Experience maintaining confidential and sensitive information with discretion and professionalism. Proficiency using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications and business systems. Preferred Qualifications: Experience providing administrative or fiscal support within higher education. Experience with procurement, purchasing, accounts payable, or contract administration. Experience supporting Human Resource functions, including recruitment and onboarding. Experience working with enterprise resource planning (ERP), productivity systems and applications such as Workday, Banner, Qlik, and BuyW&M (Jaggaer), TeamDynamix (TDX), and America to Go (ATG). Experience administering Small Purchase Charge Card (SPCC) transactions and reconciling procurement card expenses. Working knowledge of information technology terminology, software applications, and IT Business Operations. 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. Information Security: This position requires administrative access to the university’s information systems and/or sensitive university data. This incumbent is expected to be aware of an adhere to the Information Security policies of the university as well as all applicable federal, state, and local laws. Additionally, the incumbent is expected to follow information security best practices applicable to their job and pursue information security and awareness opportunities when possible. Duties: 40%- Procurement, Purchasing, & Financial Operations: Coordinate procurement activities for the department, including creating requisitions, obtaining quotes, processing purchase orders, vendor and software renewals, and payment requests. Process Small Purchase Charge Card (SPCC) transactions, reconcile monthly expense reports, and ensure compliance with university and Commonwealth of Virginia purchasing policies. Review and approve campus technology procurement requests routed through IT to ensure required approvals and supporting documentation are complete and compliant with procurement procedures. Monitor purchase orders, invoices, and vendor payments to ensure timely receipt, payments and follow-ups. Coordinate the receipt, tracking, distribution, and documentation of purchased equipment, software, mail, and packages. Administer the IT technology approval workflow in TeamDynamix (TDX), ensuring campus technology requests are reviewed, assigned, and processed accurately while adhering to IT, Procurement, and university policies and procedures. Prepare and submit accounting journals and adjustments, as well as invoices for accounts payable. Verify accounting transactions posted by data control and accounts payable. Complete timely fiscal year-end procedures in accordance with university guidelines. 30%- Business Office Functions & Executive Support: Provide executive administration support to the Chief Information Officer (CIO), including managing complex calendars, scheduling meetings, and preparing travel authorizations and expense reports. Coordinate catering arrangements for IT department meetings, events, and functions, ensuring timely ordering, proper event setup, and post-event cleanup. Serve as a liaison with Facilities management and other campus departments to coordinate building maintenance and operational needs. Coordinate office supply, furniture, and equipment purchases for the IT department. Administer the department’s Voyager Fuel Card Program and maintain IT building room keys and loaner key inventory. Receive mail and packages and distribute; maintain individual mailboxes. 20%- Human Resources & Personnel Administration: Serve as administrative liaison between leadership and hiring managers for employee recruitment, onboarding, position changes, and personnel actions. Coordinate administrative onboarding and offboarding activities for new and student employees. Verify federal I-9 employment eligibility using the on-line verification system. Review costing allocations and assist with personnel transactions in Workday, if requested by Director of IT Business Services. Support hiring managers throughout recruitment process by assisting with UHR standards, grid screening, and training requirements etc. Maintain department organizational charts, staff directories, and contact lists. Provide guidance to employees regarding UHR resource policies, procedures, and business office processes. 10%- Customer Service, Process Improvements: Deliver outstanding customer service while serving as a resource for all IT faculty, staff, students, vendors, and campus partners Identify opportunities to improve business office processes, documentation, and operational efficiencies. Exercise sound judgment, discretion, and professionalism while managing confidential information. Perform additional duties as assigned in support of department goals. Posting Range: Up to $51,000 commensurate with experience Additional Job Description: Job Profile: Qualifications: Compensation Grade: S07 Recruiting Start Date: 2026-07-14 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. 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