Administrative & Fiscal Coordinator, Graduate Program (Applied Science)

Position Information Position Number 00042W Position Title Administrative & Fiscal Coordinator, Graduate Program (Applied Science) Employment Category Full Time Operational Location William & Mary Department 3KE510 Applied Science Dept Unit Mission Statement Applied Science is an interdisciplinary department focused on excellence in research, scholarship, and Ph.
D.
education in fields that include applied mathematics, biophysics, biochemistry, data science, neuroscience, materials science, and engineering.
We provide customized training that enables students from diverse educational backgrounds to solve complex scientific and technical problems studied by Applied Science core faculty as well as affiliated faculty from the William & Mary main campus and nearby national labs, other institutions of higher education, and industry.
Applied Science always has been a hub of innovation and a long-term supporter of cross-disciplinary STEM programs like Computational and Applied Mathematics (CAMS), Engineering Physics and Applied Design (EPAD), Neuroscience, and Data Science.
Our research and training programs embody the teacher-scholar model and address real-world problems.
Position Summary William & Mary’s Department of Applied Science seeks an experienced professional for the position of Fiscal & Administrative Coordinator, Graduate Program, whose efforts will support approximately a dozen full-time, affiliated faculty members and the Makerspace Labs.
Under the supervision of the department chair and director of Graduate Studies, this position manages all fiscal/budget and administrative needs of the Applied Science department and its graduate program.
Primary responsibilities include shared supervision of one administrator in addition to the following: Providing or overseeing fiscal and administrative support for the department chair, graduate director, faculty, and office to include coordinating travel logistics and reimbursements, journal vouchers, fund transfers/deposits, status reports and financial statements.
Providing administrative and faculty personnel services to include facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.
Managing the department’s indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning by providing financial analysis of resources to the department chair.
Identifying administrative goals and priorities, with an emphasis on strategic budgetary management.
Liaising with multiple units on campus to facilitate processing of transactions and procurement of equipment and services.
Interpreting new directives, policies, and procedures and communicates changes to appropriate staff.
Resolving routine problems quickly and professionally, referring more complex matters to appropriate entities.
Conducting grant accounting and provide pre- and post-award assistance in budget and cost projections; coordinate with the Office of Sponsored Programs to ensure that grant funds are expended appropriately, in compliance with federal and state guidelines.
Serving as a resource and overseeing graduate program recruitment and admissions processes including oversight of course scheduling.
Conditions of Employment Occasional evening and weekend work required during special events.
Essential Designation No FLSA Non-Exempt Position Restricted? No, this is a continuing E&G funding position Position Term 12 month - Continuing Required Qualifications EDUCATION: Bachelor’s degree from an accredited institution or an equivalent combination of training, education and/or experience indicating possession of the preceding knowledge, skills and abilities.
KNOWLEDGE, SKILLS AND ABILITIES: Considerable knowledge of administrative and office business practices and office management, including customer-service techniques Demonstrated proficiency in computer skills including Internet browsers and Microsoft Office: Word, Excel, and Outlook Working knowledge of fiscal administration and basic accounting principles.
Working knowledge of procurement and purchasing policies and procedures Working knowledge of fiscal administration and basic accounting principles, tracking and projecting expenditures and making sound fiscal recommendations Ability to learn and work effectively with productivity systems and applications including for procurement, fiscal reporting, and course scheduling (e.
g.
Banner, Qlik, buyW&M, Chrome River) Demonstrated communication and interpersonal skills to interact professionally with a diverse population of faculty and students Ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines Must be detail-oriented and can manage multiple competing priorities in a fast-paced environment Preferred Qualifications Prior supervisory experience Experience in a higher education environment Experience with grant fiscal administration Prior graduate program coordination experience Experience with automated operational/business systems (e.
g.
, Banner, Qlik, buyW&M, Chrome River).
Prior experience working with national and international vendors involving currency exchange, multi-year purchases, and other unique requirements Familiarity with general hiring practices and procedures Working knowledge of personnel processes for instructional faculty (i.
e.
, promotion, tenure review, merit, etc.
) Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time) 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 $51,000, commensurate with experience Advertised Pay Range Statement University Salary Range U07 Benefits Summary Statement William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule.
All employees have access to fitness facilities on campus.
Staff members also have access to the university libraries, and much more.
To learn more, go to: https://www.
wm.
edu/offices/uhr/benefits/index.
php?type=none Job Open Date 02/19/2024 Review Begin Date Job Close Date 02/23/2024 Open Until Filled No Special Application Instructions Background Check Statement 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.
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.