Administrative & Fiscal Coordinator

Job Requisition

JR102020 Administrative & Fiscal Coordinator (Open)

Job Posting Title

Administrative & Fiscal Coordinator

Department

CC00051 WM001 | PROV | Center for Archaeological Research

Job Family

Staff - Administrative & Office Support

Worker Sub-Type

Regular (benefited)

Job Requisition Primary Location

Holmes House

Primary Job Posting Location

Posting Location - William & Mary

Job Description Summary

The mission of the William & Mary Center for Archaeological Research (W&MCAR) is to provide cultural resources management and historic preservation consulting and research services. A secondary mission is to offer applied educational opportunities in these disciplines to the extent feasible under existing contractual obligations.

The William & Mary Center for Archaeological Research (W&MCAR) invites applicants for an Administrative and Fiscal Coordinator to join our team. Reporting to the Operations Manager/Co-Director, the Coordinator will oversee office management and fiscal administration within the unit.
The Admin & Fiscal Coordinator’s job duties will include, but not be limited to, the following:

• Maintain all financial records/spreadsheets in the department, including tracking, verifying, and reconciling transactions.
• Prepare and process accounting adjustments, journal vouchers, invoices for accounts payable, faculty travel authorizations, expense reimbursements, and all other procurement-related communications, tasks, and documentation for W&MCAR.
• Arrange and schedule meetings, lectures, guests, job interviewees, etc., and handle any related logistics, agendas needed, etc.
• Assist with department communications, including refreshing and maintaining the W&MCAR web pages, and complete all other administrative tasks necessary for the successful operation of the department.
• Collaborate closely with the Office of Sponsored Programs to maintain accuracy of Grant metadata and balances.
• Process the payroll allocations necessary for W&MCAR's many grants, and maintain proper security and discretion related to salary data.

This position is quasi-full-time at 30 hours per week.
We will not sponsor applicants for work visas for this vacancy.

Job Description

Required Qualifications

• High school graduate or equivalent.

• Working knowledge of general office practices and procedures.

• Excellent oral, written, and interpersonal communication skills. Knowledge of general procurement and purchasing best practices, policies, and procedures.

• Demonstrated ability to efficiently perform data entry into computerized financial systems, accounting, or finance-related spreadsheets and/or databases, while providing high-level attention to detail and accuracy.

• Excellent computer skills and proficient use of Microsoft Office suite, including Outlook calendar.

• Demonstrated ability to work independently and use initiative.

Preferred Qualifications

• Associate or bachelor’s degree from an accredited institution or the equivalent combination of education, training, and experience. Experience using William & Mary systems such as Workday, Cascade, Qlik, BuyW&M, and Banner.

• Experience with creating financial reports.

• Records management experience.

Conditions of Employment

• This is a restricted position subject to the continued availability of funding.

• 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.

• Salary Range: Up to $32,240 commensurate with experience

• Work visa sponsorships are not available for this position.

Job Duties

30% - Fiscal Administration

• Manage Center indexes/funds: verify accounting entries, balance monthly expenditure vs. budget, establish and maintain automated budget tracking spreadsheets, and forecast future budget needs. Indexes include state, grant, overhead, gift, and endowment funds.

• Assist in budget planning by providing financial analysis of resources to the Co-Directors.

• Maintain financial records/spreadsheets.

• Work with Private Fund Accounting to ensure compliance with individual private fund gift restrictions.

• Prepare and process journal vouchers/invoices for accounts payable.

• Prepare and submit faculty travel authorizations and expense reimbursement requests according to state guidelines.

• Prepare and process Banner check requests to the William & Mary Foundation for reimbursement of qualified expenditures. Participate in training offered by General Accounting.

• Reconcile monthly P-card (credit card) report.

• Interpret and implement state fiscal policies and communicate budget policies to department faculty, staff, and students.

• Track, verify, and reconcile transactions processed by other college units, (i.e., IT, facilities, telephone, postal and copier services, etc.).

• Verify accounting transactions posted by data control and accounts payable.

20% - Procurement & Purchases:

• Manage routine procurements within delegated authority limits, for supplies, equipment, services, memberships, subscriptions, etc. from all funding sources.

• Utilize BuyW&M and assist the College in obtaining its SWAM goals by utilizing SWaM vendors whenever possible.

• Create purchase orders in eVA and reconcile encumbrances.

• Use Purchasing Card in accordance with policy.

• Act as liaison between the Procurement office and W&MCAR staff regarding procurement policy and encourage the use of state contractors and SWaM vendors.

• Communicate with Procurement regarding all purchases beyond the department’s delegated authority including but not limited to unusual purchases, bids, and sole sources.

• Participate in training and meetings offered by Procurement.

• Research and resolve invoice inquiries and disputes from vendors.

• Approve purchases based on designated authority from Procurement.

• Work as a liaison for the department/program and the Office of Procurement for the preliminary work on complex procurement processes involving extensive research, and knowledge of specifications for unique items and equipment.

15% - Office Management:

• Help to plan, manage, and direct daily operations of the Center, including oversight of employees (including students) performing the following functions:

• Serve as the first point of contact by attending to office visitors, students, and faculty in person and by telephone in a pleasant and professional manner.

• Answer or refer inquiries from students, parents, visitors, alumni, and others who contact the department via in-person, telephone, or e-mail.

• Resolve routine problems quickly and professionally referring more complex matters to the Director. Examples of referrals made to the Co-Directors include but are not limited to items that are outside routine activities, orders that are not usual and ordinary, and matters that require approval under policies and procedures of the Center and state rules.

• Distribute mail.

• Maintain current mailboxes. For outgoing mail, follow procedures established by the campus post office for USPS delivery. For non-USPS carriers, prepare airbills, schedule pick-ups, and track packages.

• Monitor and coordinate office equipment and maintenance plans.

• Assist the Property Administrator in conducting inventories and with the surplus of equipment.

• Help the Operations Manager/Co-Director to coordinate building maintenance and repairs with housekeeping and facilities.

• Provide mentoring, develop procedures, and workflow direction to student assistants to ensure accurate and timely completion of tasks.

• Order office supplies in a timely manner to ensure adequate amounts are available.

• Liaise with other departments on campus to ensure efficient and speedy execution of requests.

10% - General Administrative Support:

• Make suggestions for additional supply needs