Administrative Coordinator, Campus Initiatives

Administrative Coordinator, Campus Initiatives

In University Advancement, we create the conditions for opportunity – human, financial, & experiential – by garnering and stewarding the resources that advance William & Mary. The Administrative Coordinator for Campus Initiatives is an integral member of the Campus Initiatives team in University Development in the Office of University Advancement at William & Mary. This role supports our efforts in securing private support university-wide by enhancing the efforts of frontline fundraisers. Reporting to the Executive Advancement Coordinator, the Administrative Coordinator provides direct administrative support to members of the Campus Initiatives teams and assists with the day-to-day operations of this growing, high-functioning unit. This includes budget tracking, meeting organization and logistics, gift reporting and acknowledgement processes, travel planning and liaising with IT, Procurement, and other university departments and coordinating tasks with other administrative professionals in Advancement and across campus. The Administrative Coordinator for Campus Initiatives will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, Virginia, that offers a flexible work environment.

Salary: $40,000 - $45,000 commensurate with experience and internal alignment.

A resume and cover letter are required for this position. Workday will not prompt you to submit a cover letter, but it is required for this role. For full consideration, submit application materials by the review date. Applications received after the review date will be considered if needed.

Required Qualifications:

• High school diploma or equivalent.
• Experience working in an administrative support role (typically more than one year) in a fast-paced office.
• Commitment to excellence and accountability, with the ability to multi-task, work independently and collaboratively while exercising sound judgment.
• Experience handling sensitive and confidential information with discretion.
• Outstanding interpersonal, verbal, and written communication skills, with the proven ability to work collaboratively with a diverse audience.
• Excellent problem-solving skills, taking an appropriate level of initiative to interpret, apply, and explain policies and procedures, think strategically and exercise sound judgment to make logical, defensible decisions.
• Strong organizational skills and project management expertise with the ability to guide multiple and competing tasks concurrently while maintaining strategic, big-picture thinking.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) with moderate proficiency in PowerPoint, Acrobat Pro, and/or similar programs and the ability to learn development and design-related software.

Preferred Qualifications:

• Experience working in a fast past, goal-oriented department supporting competing priorities in support of organization leadership or a department head (typically 3+ years).
• Demonstrated proficiency in proofreading and editing complex documents with careful attention to detail.
• Strong analytical, computational and quantitative skills, with the ability to extract and analyze data and produce reports in a variety of formats.
• Experience in event or meeting coordination/planning.
• Experience in managing or coordinating travel logistics.
• Budget experience processing invoices, reimbursements, and/or reconciliations.
• Working knowledge of Commonwealth of VA State and University policies and procedures.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime pay in accordance with the Fair Labor Standards Act.
• This position may require additional hours beyond the typical work week in support of university events.

Job Duties:

• Provide administrative support, including calendar management, meeting and event logistics, correspondence preparation and database report generation for members of the Campus Initiatives team.
• Make domestic and international travel arrangements and process reimbursements with focus on cost savings and adherence to state guidelines. Organize and send trip materials/handouts.
• In collaboration with Executive Advancement Coordinator, manage budget responsibilities, process invoices, requisitions and travel reimbursements.
• Generate regular reports as requested.
• Respond to general inquiries from donors, volunteers and staff.
• Supports other University Advancement units upon request.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.