Administrative & Fiscal Coordinator (Art & Art History)

Job Requisition:

JR101677 Administrative & Fiscal Coordinator (Art & Art History) (Open)

Job Posting Title:

Administrative & Fiscal Coordinator (Art & Art History)

Department:

CC00085 WM001 | CAS | Art History

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Andrews Hall

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

William & Mary’s Department of Art & Art History seeks qualified candidates for the position of Administrative & Fiscal Coordinator. Reporting to the Department Chair, this position coordinates and manages the department’s administrative, financial, and programmatic operations in support of both the Art History and Studio Art concentrations. The Administrative & Fiscal Coordinator provides operational leadership and administrative support to the Department Chair and faculty, facilitates departmental processes, and ensures the effective day-to-day functioning of the department.

Job Description:

Primary responsibilities include: 

• Providing administrative support for the Chair, Associate Chair, and faculty to include academic course scheduling, assisting with travel arrangements, providing regular budget updates, event planning, marketing activities, and other activities

• Serving as first point of contact to office visitors, students, and faculty in person and by email or telephone, with regular hours at the department main office

• Working with Studio Art’s Gallery Operations Coordinator to manage the department’s funding sources by verifying accounting entries, tracking expenditures, and assisting in budget planning by providing financial review of resources

• Working with Private Fund Accounting to ensure compliance with individual private gift restrictions

• Liaising with multiple units on campus to facilitate processing of transactions and procurement of equipment and services

• Supporting the unit’s communications program to include correspondence and ongoing website and electronic media content updates and/or hiring student workers to assist with these tasks

• Assisting faculty with coordinating meetings, colloquia, lectures, and other events to include guest travel and lodging arrangements, catering, logistics, and room reservations

• Coordinating with the Gallery Operations Coordinator on department-wide events such as the Homecoming reception and Graduation ceremony

Required Qualifications:

• Highschool graduate or equivalent

• Working knowledge of administrative and office support functions, office equipment, and office management, including general practices and procedures

• Demonstrated proficiency in computer skills to include Microsoft Office: Word, Excel, PowerPoint, and Outlook

• Some knowledge of course scheduling and course registration processes

• Some knowledge of procurement and purchasing policies and procedures

• Working knowledge of fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures

• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines

• Demonstrated experience in customer service with ability to communicate effectively with a diverse population of faculty, staff, and students

• Demonstrated ability to learn and work effectively with productivity systems and applications including for procurement, fiscal reporting, and website production (e.g., Workday, Qlik, buyW&M, and Cascade)

Preferred Qualifications:

• Bachelor’s degree from an accredited institution or an equivalent combination of education and experience

• Experience in a higher education environment

• Experience with course scheduling and class registration processes

• Familiarity with COLL designations, EPC guidelines, and use of attribute application for compliance in scheduling

• Experience with productivity systems and applications such as Workday, Qlik, buyW&M, and Cascade

Compensation: Up to $46,000 commensurate with experience

For full consideration, submit your resume and cover letter by the priority review date of 6/25/2026.

Conditions of employment:

Occasional evening and weekend work required, i.e., during department-sponsored events, home coming, graduation, lectures, 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.

Job Duties

30% - Fiscal Administration

• Manage department funds: verify accounting entries, balance monthly expenditures vs. budget, establish and maintain automated budget tracking spreadsheets, and forecast future budget needs. Funds may include state, grant, overhead, gift and endowments.

• Communicate and coordinate regularly with the Gallery Operations Coordinator concerning budget matters.

• Assist with department budget planning by providing financial review of resources.

• Maintain financial records/spreadsheets for tracking individual faculty start-up funds, faculty awards (professorships, awards, and miscellaneous commitments), and student awards.

• Submit and monitor budget transfer requests from internal units and other campus units, as applicable. Track, verify, and reconcile transactions processed by other university units, (i.e., IT, facilities, postal and copier services, etc.).

• Work with Private Fund Accounting to ensure compliance with individual private fund gift restrictions. Compile annual spending report for the donor appreciation letters.

• Prepare and submit accounting journals and adjustments, as well as invoices for accounts payable. Verify accounting transactions posted by data control and accounts payable.

• Assist faculty in preparing and submitting travel spend authorizations, qualified expense reimbursement requests, and check requests for reimbursement according to state guidelines.

• Reconcile monthly SPCC (small purchase credit card) report.

• Implement state fiscal policies and communicate fiscal policies and practices to faculty, staff, and students.

• Liaise with HR, student financial aid, etc. to understand and apply the correct type of position payment (stipend, award, salary, etc.) and determine the proper payment method.

• Complete timely fiscal year-end procedures in accordance with university guidelines.

20% - General Administration and Support

• Inventory, order, and maintain supply of office equipment in compliance with state procedures.

• Provide administrative support to Chair, Associate Chair, and other department faculty to include 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.

• 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.

• Serve as department point of contact for office visitors, students, parents, and faculty. Answer or refer inquiries via phone, email, or in-person to the Gallery Operations Coordinator as appropriate.

• Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair/ Associate Chair.

• Receive mail and distribute; maintain unit and individual mailboxes in department main office.

• Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests for faculty, as needed.

• Verify federal I-9 employment eligibility using the on-line verification system.

15% - Procurement

This position works independently to support procurement needs for the Art History concentration and will occasionally work collaboratively with Studio Art’s Gallery Operations Coordinator to support department-wide procurement needs. Andrews Gallery and Studio Art procurement will be the responsibility of the Gallery Operations Coordinator.

Art History-specific tasks:

• Manage/approve routine procurements relating to Art History 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 relating to Art History and reconcile encumbrances.

• Serve as liaison between Procurement office and Art History 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 relating to Art History.

• Assist in the development and processing of Art History-related vendor agreements, especially for guest speakers, performers, and program reviewers.

• Communicate with Procurement regarding all Art History 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 Art History 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.

Department-wide tasks:

• Administer all procurement actions relating to department-wide events such as Homecoming reception and Graduation.

• Place orders for office supplies and furniture.

• Work collaboratively with the Gallery Operations Coordinator as needed for other department-wide initiatives and special projects as assigned.

15% - 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.

• Verify federal I-9 employment eligibility using the on-line verification system.

• Liaise with HR, student financial aid, etc. to understand and apply the correct type of position payment (stipend, award, salary, etc.) and determine 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 Workday reports, as assigned.

10% - Scheduling & Registration

• Collaborate with the Art History and Studio Art Course Schedulers (Chair and Associate 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.

• Coordinate logistics for defense of honors thesis. Coordinate with Scheduling Office for non-academic events.

• Assist in building academic schedules in scheduling system, coordinating with Chair and Associate Chair to resolve conflicts.

• Update schedule to change enrollment caps as requested by faculty/ Chair/Associate Chair.

• Coordinate all changes to course schedule with the Registrar for room assignments.

5% - Records Management

• Maintain department and student records in compliance with retention guidelines; to include but not limited to student major/minor, CV’s, course offerings & evaluations, personnel files, fundraising information (e.g. data, donors, and fund restrictions)

• Maintain spreadsheets for department 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 established retention period.

5% - Communications & Technological Support

• Provide support for department communications program to engage target audience with the exception of the Andrews Gallery. Maintain department content on the unit website and electronic media utilizing knowledge of current technology platforms and/or oversee students’ work in this area.

• Assist in the preparation of print, email, web, and other communications pieces relating to department as determined by the Chair or Associate 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 for department.

• Develop and disseminate department notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, as appropriate.

• Remain current on knowledge of technology platforms and database tools as well as department 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.

Additional Job Description:

Job Profile:

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-05-11

Position Restrictions:

Continuing E&G funded position and not term-limited

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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. 

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.