Administrative & Fiscal Coordinator, Graduate Program (Data Science)

William and Mary, United States

Updated: 5 days ago
Location: Williamsburg, VIRGINIA
Job Type: FullTime
Deadline: 03 Jun 2024

Position Information
Position Information


Position Number 01283W
Position Title Administrative & Fiscal Coordinator, Graduate Program (Data Science)
Employment Category Full Time Operational
Location William & Mary
Department 3KEA10 Data Science
Unit Mission Statement
Data Science is the study and application of methods that extract knowledge and uncover insights from frequently large, diverse sets of data. Data Science at William & Mary serves the university by offering courses and scholarly experiences that contribute to the liberal education of undergraduates and the rigorous training of graduate students. Faculty offer courses, seminars, directed research and directed readings that focus on teaching students to effectively expose complicated problems related to the management, analysis, and dissemination of vast amounts of information, and once exposed, how to define, discuss, and solve problems. Data Science at W&M provides a novel learning environment: we push students beyond methods and towards critically considering the implications of big data and algorithms on our society. The unit offers a B.S. in Data Science, a minor in Data Science, and is actively working to expand our degree offerings.
Position Summary
William & Mary’s Data Science unit seeks an experienced professional for the position of Administrative & Fiscal Coordinator, Graduate Program, whose efforts will support approximately 15 full-time faculty members. Under the supervision of the Director, and as part of a team that includes an Associate Director and a Director of Graduate Studies, this position manages all administrative, financial and programmatic needs of the Data Science unit including the supervision of one hourly Administrative Coordinator in addition to the following:
  • Providing or overseeing fiscal and administrative support for the department chair, graduate director, faculty, and office, including coordinating travel logistics and reimbursements, journal vouchers, fund transfers/deposits, status reports and financial statements.
  • Providing administrative and faculty personnel services including facilitating recruitment and hiring processes, faculty appointments, and processes for merit review, promotion and tenure while ensuring compliance with all applicable policies and procedures.
  • Managing the department’s indexes by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and assisting in budget planning by providing a financial review of resources to the department chair.
  • Identifying administrative goals and priorities, with an emphasis on budget tracking.
  • Liaising with multiple units on campus to facilitate the processing of transactions and procurement of equipment and services.
  • Interpreting new directives, policies, and procedures and communicating changes to appropriate staff.
  • Resolving routine problems quickly and professionally, referring more complex matters to appropriate entities.
  • Conducting grant accounting and providing pre- and post-award assistance in budget and cost projections; coordinating with the Office of Sponsored Programs to ensure that grant funds are expended appropriately, and in compliance with federal and state guidelines.
  • Serving as a resource and overseeing graduate program recruitment and admissions processes including oversight of course scheduling.
Conditions of Employment
Occasional evening and weekend work may be required.
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 and not term-limited
Position Term 12 month - Continuing
Position Months Faculty or Staff: 12 month
Required Qualifications
  • Bachelor’s degree from an accredited institution or an equivalent combination of training, education and/or experience.
  • Considerable knowledge of administrative and office business practices and office management, including customer-service techniques.
  • Demonstrated proficiency in computer skills including Internet browsers and Microsoft Office: Word, Excel, and Outlook.
  • Working knowledge of fiscal administration and basic accounting principles.
  • Working knowledge of procurement and purchasing policies and procedures.
  • Working knowledge of fiscal administration including tracking and projecting expenditures, and making sound fiscal recommendations.
  • Ability to learn and work effectively with productivity systems and applications including for procurement, fiscal reporting, and course scheduling (e.g. Banner, Qlik, buyW&M, Chrome River).
  • Demonstrated communication and interpersonal skills to interact professionally with a diverse population of faculty and students.
  • Ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines.
  • Must be detail-oriented and can manage multiple competing priorities in a fast-paced environment.
Preferred Qualifications
  • Prior supervisory experience.
  • Experience in a higher education environment.
  • Experience with grant fiscal administration.
  • Prior graduate program coordination experience.
  • Experience with automated operational/business systems (e.g., Banner, Qlik, buyW&M, Chrome River).
  • Prior experience working with national and international vendors involving currency exchange, multi-year purchases, and other unique requirements.
  • Familiarity with general hiring practices and procedures.
  • Working knowledge of personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.)
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 $51,000, commensurate with experience
Advertised Pay Range Statement
University Salary Range U06
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 05/17/2024
Review Begin Date 05/24/2024
Job Close Date 06/03/2024
Open Until Filled No
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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