Academic Operations Coordinator

William & Mary · Mary · $42,000 (stated in the posting)

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Job Description Summary:

Job Description:

Required Qualifications:

• High School Graduate or equivalent combination of education and relevant experience.
• Demonstrated experience providing administrative support in a complex or customer-focused environment.
• Demonstrated knowledge of general office practices and procedures including best customer service practices
• Demonstrated proficiency with Microsoft Office Suite and ability to learn enterprise software systems.
• Ability to learn and work effectively with productivity systems and applications.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Excellent organizational skills and attention to detail.
• Strong written, verbal, and interpersonal communication skills.

Preferred Qualifications:

• Bachelor's degree or an equivalent combination of experience and education.
• Experience in a higher education environment.
• Experience supporting academic programs or student services.
• Experience coordinating events or managing complex administrative projects.
• Experience working within a STEM academic or research environment.
• Experience developing or improving administrative processes.

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.

Duties: 

45%- Academic Operations Support:

Graduate

• Provide administrative support for graduate admissions and recruitment activities.
• Assist with graduate applicant communications, visit coordination, and admissions processing.
• Maintain graduate student records and assist with monitoring academic milestones.
• Support graduate student onboarding, registration, and commencement activities.
• Assist with graduate stipend, tuition, and fee processing as directed.
• Serve as backup support for graduate program administrative functions during absences or periods of increased workload.
• Coordinate with university offices to ensure timely completion of graduate administrative processes.

Undergraduate

• Coordinate administrative operations supporting the undergraduate academic program.
• Assist with student recruitment, orientation, admissions, and outreach activities.
• Coordinate course scheduling activities, including course creation, room assignments, enrollment adjustments, and registration overrides.
• Assist faculty with honors projects, independent study administration, and undergraduate academic processes.
• Coordinate undergraduate commencement, recognition events, orientation, admitted student programs, and departmental recruitment events.
• Maintain undergraduate communications including announcements, listservs, website updates, and informational materials.
• Serve as a primary resource for undergraduate students by responding to inquiries and directing students to appropriate university resources.

35%- General Administration and Department Operational Support:

• Provide administrative support to the Department Chair and faculty.
• 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
• Prepare correspondence, reports, presentations, and other departmental communications.
• Maintain departmental calendars, records, files, and documentation in accordance with university record retention requirements.
• 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.
• Assist in drafting correspondence or email to send on behalf of the department or as a draft for the Chair/Director.
• Coordinate facility requests, work orders, room reservations, and departmental logistics.
• Assist with faculty recruitment activities, onboarding, and administrative support for search committees.
• Support departmental student organizations and faculty committees as assigned.
• Maintain departmental contact lists, inventories, and operational documentation.

15%- Fiscal Operations Support:

• Cross-train in departmental fiscal processes to provide operational continuity.
• Assist with purchasing, procurement, travel authorizations, reimbursements, and payment processing.
• Assist with reconciliation of departmental financial records.
• Support budget tracking, financial reporting, and fiscal year-end activities.
• Prepare financial documentation and maintain supporting records in accordance with university policies.
• Assist with Workday financial and human resource transactions as assigned.
• Serve as backup for designated fiscal processes during staff absences or periods of increased workload.
• Coordinate with the department Fiscal Manager and Dean's Office on financial and operational matters.

5%- Other Duties as Assigned:

 

Posting Range: $42,000 up to $50,000 commensurate with experience

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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

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. 

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