Administrative Coordinator (Physics)

William and Mary, United States

Updated: 29 days ago
Location: Williamsburg, VIRGINIA

Position Information
Position Information


Position Number H0903W
Position Title Administrative Coordinator (Physics)
Employment Category Hourly
Location William & Mary
Department 3KE710 Physics Dept
Unit Mission Statement
The Department of Physics is comprised of 25 instructional faculty members and 15+ physicists in research positions. Our undergraduate program offers a major and minor. Through our graduate program, students pursue a Ph.D. degree. Research areas in the department include atomic, molecular, and optical physics, computational physics, condensed matter physics, nuclear and hadronic physics, high energy physics, and plasma and non-linear physics. Related research areas include accelerator physics (in cooperation with Jefferson Lab and material characterization (in cooperation with NASA-Langley Research Center). This departmental structure and areas of expertise provide learning and research opportunities for broadly educating both undergraduate and graduate students as well as training postdoctoral fellows.
Position Summary
William & Mary’s Physics Department invites qualified applications for the part-time hourly position of Administrative Coordinator. Under the supervision of the Administrative & Fiscal Supervisor, this position supports the administrative and programmatic needs of the department to include faculty support for approximately three dozen full-time, affiliated, or visiting faculty members.
  • Administrative and Faculty Personnel Services to include facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.
  • Providing administrative support to include ordering supplies, distributing mail, coordinating travel logistics and assisting with preparation of vouchers/invoices, faculty and travel authorizations and expense reimbursement requests
  • Supporting the unit’s communications program to include ongoing website and electronic media content updates.
  • Arranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda
  • Serving as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.
  • Serving as hiring official for faculty positions
  • Assisting with records management
Conditions of Employment
This is an hourly temporary position authorized for a max of 24 hours/week and does not include employee benefits. Satisfactory completion of a pre-employment background check is required. Work schedule is within regular business hours as determined by the Department Chair. Occasional evening and weekend work is required. i.e., during graduation, homecoming, and other special events.
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.
All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve month period beginning May 1 each year.
Essential Designation No
FLSA Non-Exempt
Position Restricted? Yes, the appointment is limited to a specified term
Position Term Other (specify actual months below)
Position Months
Required Qualifications
  • High school diploma or an equivalent combination of education, training and experience
  • Working knowledge of general office practices and procedures, including best customer service practices
  • Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
  • Demonstrated self-management abilities to work independently as well as coordinating with others in a team environment
  • Ability to learn website technology platforms, i.e., Cascade, Blackboard, buyW&M, Chrome River, group calendars, listservs, etc.
  • Demonstrated ability to communicate effectively and disseminate information effectively with a diverse population of faculty, staff, and students
Preferred Qualifications
  • Associates Degree or equivalent training and work experience
  • Previous experience working in higher education
  • Previous experience supporting faculty in an office environment
  • Previous work experience with general office practices and procedures
  • Experience maintaining web pages, group calendars, and/or listservs
  • Experience using website technology platforms, i.e., Cascade, Blackboard, buyW&M, Chrome River, group calendars, listservs, etc.
Is the position remote work eligible? Not eligible
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.
Advertised Pay Range $18.00/hour
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
This position has an established starting rate.
University Salary Range U02
Benefits Summary Statement
Our hourly employees enjoy many university benefits such as, participation in a supplemental savings plan for retirement, professional development, and wellness benefits. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. In addition, after completing a year of continuous hourly service and working at least 1,000 hours during the previous 12 months, hourly employees are eligible for holiday pay, PTO and educational assistance. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=hourly
Job Open Date 02/20/2024
Review Begin Date 03/05/2024
Job Close Date
Open Until Filled Yes
Special Application Instructions
For priority consideration please apply by the review date, March 5, 2024.
Background Check Statement
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.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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