Administrative & Fiscal Coordinator (Economics)
Description
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:
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Providing fiscal and administrative support for the Chair, Associate Chair, faculty, and office to include accurate processing of travel reimbursements, payments, and scholarships.
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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.
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Facilitating transactions for procurement of equipment and services to include computer equipment for faculty and staff.
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Serving as the department’s equipment inventory coordinator.
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Assisting with event planning and logistics throughout the year.
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Providing administrative and faculty personnel services including processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.
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Identifying administrative goals and priorities, with an emphasis on budget tracking.
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Interpreting new directives, policies, and procedures and communicating changes to appropriate staff.
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Overseeing the hiring of student assistants; ensuring timesheets are completed and approved in a timely manner.
Required Qualifications
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High school diploma or equivalent education, training, and/or experience.
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Familiar with administrative and business practices including customer-service techniques.
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Working knowledge of basic accounting principles and fiscal administration including tracking and projecting expenditures.
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Working knowledge of procurement and purchasing policies and procedures.
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Demonstrated proficiency in computer skills including Internet browsers and Microsoft Office: Word, Excel, and Outlook.
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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).
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Demonstrated communication and interpersonal skills to interact professionally with a diverse population of faculty and students.
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Ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines.
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Must be detail-oriented and able to balance multiple competing priorities.
Preferred Qualifications
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Experience working in a higher education environment.
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Prior fiscal administration experience.
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Experience with grant fiscal administration
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Experience with automated operational/business systems (e.g., Banner, Qlik, Workday, buyW&M, Chrome River)
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Working knowledge of personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
Conditions of Employment
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Occasional evening and weekend work required, i.e., during open house, commencement, homecoming, special events, etc.
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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:
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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.
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Utilize the university’s electronic procurement system to initiate and monitor transactions and reconcile encumbrances.
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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.
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Research and resolve invoice inquiries and disputes from vendors.
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Assist in the development and processing of vendor agreements, especially for guest speakers, performers, and program reviewers.
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Communicate with Procurement regarding all purchases beyond the unit’s delegated authority including but not limited to unusual purchases, bids, and sole sources.
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Participate in training and meetings offered by Procurement.
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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:
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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:
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Conduct grant accounting and budget compliance.
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Work with the Sponsored Programs Office to ensure unit personnel are informed of specific grant terms and procedures.
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Provide pre- and post-award assistance in budget and cost projections by providing financial review of resources and data collection.
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Ensure grant funds are expended appropriately, in compliance with federal and state guidelines.
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Process grant award salary authorizations and student awards and initiatives.
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Conduct a monthly reconciliation of all grant indexes by monitoring appropriate system reporting and maintaining financial records & tracking spreadsheets for funds.
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Prepare monthly statements outlining expenditures up to date to include labor costs. Advise on financial impacts and recommend appropriate actions.
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Research, analyze, and report on programmatic initiatives and student experience program outcomes to determine success and inform future grant su