Administrative Coordinator (Physics)

William and Mary, United States

Updated: about 23 hours ago
Location: Williamsburg, VIRGINIA
Job Type: FullTime

Position Information
Position Information


Position Number 00373W
Position Title Administrative Coordinator (Physics)
Employment Category Full Time Operational
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
W&M’s Department of Physics invites qualified applications for the position of Administrative Coordinator. Under the supervision of the Administrative & Fiscal Supervisor, and as part of a team that includes a department chair and director of graduate studies, this position supports the administrative and programmatic needs of the department to include:
  • 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 reimbursements
  • Supporting the unit’s communications program to include ongoing website and electronic media content updates.
  • 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 and staff positions
  • Arranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda.
  • Liaising with multiple units on campus to facilitate processing of transactions and procurement of equipment and services.
Conditions of Employment
Occasional evening and weekend work required, i.e., during open house, commencement, home coming, lectures, special events, 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.
Essential Designation No
FLSA Non-Exempt
Position Restricted? No, this is a continuing E&G funded position
Position Term 12 month - Continuing
Position Months Faculty or Staff: 12 month
Required Qualifications
  • High School graduate or equivalent
  • Working knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.
  • Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook
  • Some knowledge of general employment/hiring practices 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.
  • Ability to learn and work effectively with automated and productivity systems in the areas of fund management, procurement, and reporting.
  • 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 and experience
  • Experience working in a higher education office environment
  • Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
  • Prior fiscal administration experience
  • Working knowledge of website technology platforms such as Cascade, Blackboard, Banner, group calendars, listservs, Facebook and Twitter
Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time)
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 Up to $43,600, commensurate with experience
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range U05
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date 04/08/2024
Review Begin Date 04/22/2024
Job Close Date
Open Until Filled Yes
Special Application Instructions
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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