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About the Role

William & Mary’s Chemistry Department is seeking qualified applicants for the full-time position of Administrative Coordinator. This role will support administrative staff, faculty, and department leadership, assisting with the administrative and programmatic needs of the department and its laboratories.

Responsibilities

Provide administrative support for the office and laboratories, including ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications and technological support.
Offer administrative and operational support for the undergraduate and graduate chemistry programs.
Serve as the first point of contact for office visitors, students, and faculty in person and by telephone, assisting to answer or refer inquiries.
Arrange and coordinate program meetings, colloquiums, lectures, guest travel, and special events, including catering, logistics, and agenda preparation.
Manage records for student files and department records, and maintain spreadsheets for departmental operations.
Assign work to part-time student office workers.
Inventory, order, and maintain office equipment supplies in compliance with state procedures.
Maintain group calendars and provide administrative support to the 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 (e.g., IT, facilities management) to schedule services, rooms, troubleshoot problems, and place work orders.
Make travel arrangements for faculty, students, and guest lecturers.
Prepare gift acknowledgement letters for the Chair’s signature.
Serve as the department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person.
Resolve routine problems quickly and professionally, referring more complex matters to the supervisor or the Chair.
Receive and distribute mail; maintain unit and individual mailboxes.
Secure laboratory facilities at the end of the business day.
Assist with the preparation of travel spend authorizations and expense reimbursement requests.
Verify federal I-9 employment eligibility using the on-line verification system.
Provide support for the unit’s communications program to engage the 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.
Utilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content.
Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities.
Remain current on knowledge of technology platforms and database tools as well as units’ technology needs to recommend purchases and oversee software installation and upgrades.
Maintain unit, program, and student records in compliance with retention guidelines.
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.
Liaise with Registrar, Provost, Financial Aid, and other units to produce necessary forms and reports.
Prepare and maintain statistical and informational reports.
Coordinate with Records Management staff at Swem Library and follow state guidelines for file disposal.
Manage/approve routine procurements within delegated authority, in compliance with state and university policies.
Utilize the university’s electronic procurement system to initiate and monitor transactions and reconcile encumbrances.
Act as liaison between the Procurement office and faculty regarding procurement policy.
Research and resolve invoice inquiries and disputes from vendors.
Assist in the development and processing of vendor agreements.
Communicate with Procurement regarding all purchases beyond the unit’s delegated authority.
Participate in training and meetings offered by Procurement.
Collaborate as a liaison for the unit and the Office of Procurement for preliminary work on complex procurement processes.

Requirements

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.
Familiarity 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 the ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students.

Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
Internet browsers
Customer service
Verbal communication
Written communication
Information dissemination
Fiscal administration
General accounting practices
Record management
Spreadsheet maintenance
Procurement policies and procedures
Web content management (Cascade, Blackboard)
Outlook group calendars
Listserv management

Location

Integrated Science Center
William & Mary

Work Type

Full-time
Regular (benefited)
Non-exempt

Experience Level

Commensurate with experience

Education Level

High School graduate or equivalent
Bachelor’s degree from an accredited institution or an equivalent amount of education, experience, and/or training

Salary/Compensations

Up to $46,000

About the Company

The mission of the William & Mary Department of Chemistry is to equip students to become successful scientists and engaged citizens. Students learn to think broadly, deeply, and creatively about the atomic world and its effects on the macroscopic world through innovative classroom instruction, engaging laboratory experiences, and high-impact, faculty-mentored research in a supportive and inclusive environment. Students and faculty members explore how chemistry connects to the broader world through a dynamic, engaging curriculum and interdisciplinary approach to research.

Equal Opportunity

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. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal