Administrative & Fiscal Coordinator (Economics)

Job Requisition: JR102007 Administrative & Fiscal Coordinator (Economics) (Open) Job Posting Title: Administrative & Fiscal Coordinator (Economics) Department: CC00129 WM001 | CAS | Economics Dept Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Chancellors Hall Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: William & Mary’s Department of Economics invites experienced applicants for the position of Administrative & Fiscal Coordinator whose efforts will support students, staff and department faculty. Under the supervision of the Department Chair, this position manages all administrative and financial needs to include leadership and faculty support for ~30 full‐time, affiliated, or visiting faculty members. The individual selected for this role will leverage their experience with fiscal administration and daily office operations to advance the goals of this academic unit in the Arts & Sciences. Job Description: Primary responsibilities include: Providing fiscal and administrative support for the Chair, Associate Chair, faculty, and office to include accurate processing of travel reimbursements, payments, and scholarships. Managing the department’s indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining tracking spreadsheets, and assisting in budget planning by providing financial review of resources. Funding sources include state, grant, overhead, gift and endowment funds. Facilitating transactions for procurement of equipment and services to include computer equipment for faculty and staff. Serving as the department’s equipment inventory coordinator. Assisting with event planning and logistics throughout the year. Providing administrative and faculty personnel services including processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures. Identifying administrative goals and priorities, with an emphasis on budget tracking. Interpreting new directives, policies, and procedures and communicating changes to appropriate staff. Overseeing the hiring of student assistants; ensuring timesheets are completed and approved in a timely manner. Required Qualifications: High school diploma or equivalent education, training, and/or experience. Familiar with administrative and business practices including customer-service techniques. Working knowledge of basic accounting principles and fiscal administration including tracking and projecting expenditures. Working knowledge of procurement and purchasing policies and procedures. Demonstrated proficiency in computer skills including Internet browsers and Microsoft Office: Word, Excel, and Outlook. Ability to learn and work effectively with productivity systems and applications including for procurement, travel, and fiscal reporting (e.g. Banner, Qlik, Workday, 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 able to balance multiple competing priorities. Preferred Qualifications: Experience working in a higher education environment. Prior fiscal administration experience. Experience with grant fiscal administration Experience with automated operational/business systems (e.g., Banner, Qlik, Workday, buyW&M, Chrome River) Working knowledge of personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.) Conditions of Employment: Occasional evening and weekend work required, i.e., during open house, commencement, homecoming, special events, etc. 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. For full consideration, submit your resume and cover letter by the priority review date of 9/3/2026. Compensation: Up to $48,000 commensurate with experience. Duties: 40% - Fiscal Administration: 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 guest speakers, performers, and 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 currency exchange. 20% - 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 guest speakers, performers, and 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 currency exchange. 10% - Grant Administration: Conduct grant accounting and budget compliance. Work with the Sponsored Programs Office to ensure unit personnel are informed of specific grant terms and procedures. Provide pre- and post-award assistance in budget and cost projections by providing financial review of resources and data collection. Ensure grant funds are expended appropriately, in compliance with federal and state guidelines. Process grant award salary authorizations and student awards and initiatives. Conduct a monthly reconciliation of all grant indexes by monitoring appropriate system reporting and maintaining financial records & tracking spreadsheets for funds. Prepare monthly statements outlining expenditures up to date to include labor costs. Advise on financial impacts and recommend appropriate actions. Research, analyze, and report on programmatic initiatives and student experience program outcomes to determine success and inform future grant submissions. 10% - 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, Associate Chair, and faculty, for 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. Assist in drafting correspondence or e-mails to send on behalf of the department or as a draft for the Chair/Associate 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 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; as appropriate. Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair, Associate Chair. Receive and distribute mail; maintain unit and individual mailboxes. Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests, as needed. Prepare Journal Vouchers, Banner check requests other standard forms under the direction of the supervisor. Verify federal I-9 employment eligibility using the on-line verification system. 10% - Administrative & Faculty Personnel Services: Facilitate the job search and hiring process for faculty, hourly, operational and grant-funded positions Assist in updating and initiating the review and approval process in the applicant tracking system. Schedule and communicate hiring committee meetings Assist with creating and maintaining application rubric and interview questions. Coordinate candidate interview schedule and travel, as needed. Process Teaching Faculty, adjunct, courtesy faculty appointment, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely. Liaise with HR, student financial aid, etc. to understand and apply the correct type of position payment (stipend, award, salary, etc.) and distinguish the proper payment method. Facilitate the merit review process and promotion and/or tenure review process by preparing and tracking letters/documents to ensure compliance with all applicable policies and procedures. 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 Banner HR reports, as assigned. 5% - Records Management: Maintain unit, program, and student records in compliance with retention guidelines, including but not limited to student major/minor, meeting minutes, CV’s, course offerings & evaluations, personnel files, and 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. 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 the established retention period. 5% - Scheduling & 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. Compile students’ applications for honors programs and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications. Coordinate logistics for the defense of honors thesis. Coordinate with Scheduling Office for non-academic events. May be required to build academic schedule in scheduling system, coordinate with faculty/Chair to resolve conflicts. Update schedule to change enrollment caps as requested by faculty/Chair. Coordinate all changes to course schedule with the Registrar for room assignments. Additional Job Description: Job Profile: JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06 Qualifications: Compensation Grade: S06 Recruiting Start Date: 2026-08-13 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. https:// 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. 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.