Administrative Coordinator (Chemistry)

William & Mary · Mary · $46,000 (stated in the posting)

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Job Description Summary:

Job Description:

Primary responsibilities include:

• Administrative support for the office and laboratories to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications and technological support.
• Administrative and operational support for the undergraduate and graduate chemistry programs.
• Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.
• Arranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda.
• Providing records management for student files, department records, and maintenance of spreadsheets for departmental operations.
• Assign work to be completed by part-time student office workers.

Required Qualifications

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

Preferred Qualifications

• Bachelor’s degree from an accredited institution or an equivalent amount of education, experience, and/or training.
• Experience working in a higher education office environment.
• Prior fiscal administration, course scheduling, or academic program administration experience
• Working knowledge of general hiring practices and procedures.
• Knowledge of procurement & purchasing policies and procedures.
• Experience maintaining web pages such as Cascade, Blackboard, and Outlook, group calendars, and/or listservs.
• Experience with interpreting and applying organizational policies, procedures in accordance with state & federal guidelines.

Conditions of Employment

• Occasional evening and weekend work required, i.e., during commencement, open house, homecoming, lectures, special events, etc.
• This is a non-exempt position, eligible to work 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.

Compensation: Up to $46,000 commensurate with experience

For full consideration, submit your resume and cover letter by the priority review date of 11/8/2026.

Job Duties

60% - 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 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 (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 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.
• Receive mail and distribute; maintain unit and individual mailboxes.
• Secure laboratory facilities at the end of the business day.
• Assist with preparation of travel spend authorizations and expense reimbursement requests, as needed.
• Verify federal I-9 employment eligibility using the on-line verification system.

25% - Communication & Technological Support

• Provide support for the unit’s communications program to engage 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 as determined by the Chair, consulting with the Dean’s Office communications staff as needed.
• Utilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested.
• Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division and its students, as appropriate.
• Remain current on knowledge of technology platforms and database tools as well as units’ technology needs to recommend purchases of needed items and oversee the installation of new software and upgrades for classrooms and offices; consulting with designated IT liaison, as needed.

10% - Records Management

• Maintain unit, program, and student records in compliance with retention guidelines; to include but not limited to student major/minor, meeting minutes, CV’s, course offerings & evaluations, personnel files, 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, store, and manage 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 established retention period.

5% - 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 guests and external 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.

Additional Job Description:

The mission of the William & Mary Department of Chemistry is to equip students to become successful scientists and engaged citizens. Here students learn to think broadly, deeply, and creatively about the atomic world and its effects on the macroscopic world. We accomplish this with 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.

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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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