Administrative & Fiscal Coordinator (Theatre & Performance)

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Job Description Summary:

Job Description:

Primary responsibilities include supervision of one administrative staff member in addition to the following:

• Working with the Chair to identify administrative goals and priorities, with an emphasis on budget tracking

• Managing department funds by verifying accounting entries, balancing monthly expenditures against the budget, maintaining budget tracking spreadsheets, and providing financial review of resources to the department Chair.

• Providing or overseeing general administrative support services for the Department Chair, faculty, staff, and office to include facilitating recruitment and hiring processes, faculty appointments, processes for merit review, promotion and tenure, and course scheduling.

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

• Liaising with units across campus to facilitate processing of transactions and procurement of educational supplies, equipment, and services.

• Liaising with other units across campus (e.g. IT, Facilities Management) to schedule services, place work orders, and coordinate logistics for department facilities

• Working with the Administrative Coordinator to facilitate program meetings, colloquiums, lectures, graduation, and other events to include guest travel, catering, logistics, and room reservations

Required Qualifications

• High school graduate or equivalent

• Working knowledge of administrative and office business practices including customer-service techniques

• Working knowledge of fiscal administration; tracking and projecting expenditures

• Some knowledge of procurement & purchasing policies and procedures

• Demonstrated proficiency in computer skills including internet browsers and Microsoft Word, Outlook, and Excel

• Demonstrated ability to interpret, apply and communicate a variety of policies and restrictions

• Ability to learn and work effectively with productivity systems and applications (e.g. Workday, Banner, Qlik, and buyW&M)

• Ability to provide a high-level of customer service utilizing exceptional interpersonal and communication skills

• Excellent organizational skills and attention to detail

Preferred Qualifications

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

• Prior administrative experience in higher education, preferably in an academic performing arts environment

• Experience with fiscal administration; tracking and projecting expenditures

• Experience with course scheduling and registration

• Experience arranging travel and processing reimbursements in accordance with state and federal guidelines

• Experience with procurement policies and procedures

• Familiar with productivity systems and applications (e.g. Workday, Banner, Qlik, and buyW&M)

• Working knowledge of personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.) 

Compensation range: Up to $48,000 commensurate with qualifications

For full consideration, apply by the priority review date of 2/19/2026

Job Duties

25% - Fiscal Administration

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

• Assist in budget planning by providing financial review of resources.

• Maintain financial records/spreadsheets for tracking individual faculty start-up funds, faculty award funds (professorships, awards, and miscellaneous commitments); student award funds and funding not monitored in the system of record by a separate worktag.

• 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 process journal adjustments and invoices for accounts payable, and verify accounting transactions posted in Workday/Qlik.

• Prepare and submit faculty travel spend authorizations, qualified expense reimbursement requests, and check requests for reimbursement according to state guidelines.

• Reconcile monthly P-card (credit card) report in Workday.

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

• 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 distinguish the proper payment method.

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

• Manage student employment budget, including work-study allocations. Ensure accurate and timely timesheet submission and track semi-monthly payroll.  Assist with resolution of student employment and payroll issues.

25% - Procurement

• Manage/approve routine procurements 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 and reconcile encumbrances.

• Act as liaison between Procurement office and faculty, production manager, and other staff 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.

• Manage the development and processing of vendor agreements, especially for guest speakers and goods and service providers.  

• Assist in the development and payment of guest artist agreements and independent contracts executed by the Production Manager.

• Communicate with Procurement regarding all 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 the unit 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.

15% - General Administration and Support

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

• Maintain group calendars and provide administrative support to Chair/Director and faculty, for 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.

• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair.

• 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.

• Assist Chair with gift acknowledgement letters.

• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person; as appropriate.

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

• Receive mail and distribute; maintain unit and individual mailboxes.

• Assist with preparation of travel authorizations and expense reimbursement requests, as needed.

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

10% - Administrative and 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 appointments, and other relevant employment, including Faculty Appointment Forms (FAFs) paperwork. Ensure submissions are complete and timely.

• 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 HR reports, as assigned.

10% - Scheduling and Registration

• Collaborate with the unit Course Scheduler/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.

• Compile students’ applications for honors program and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications.

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

• May be required to build academic schedule, in scheduling system, coordinating with faculty/Chair and resolving conflicts.

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

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

5% - Communication & Technological Support

• Provide support for the unit’s communications program to engage target audience. Maintain content on the unit website and electronic media utilizing knowledge of current technology platforms.

• Assist in the preparation of print, email, web, and other communications pieces as determined by the 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.

• Develop and disseminate 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 units’ technology needs to recommend purchases of needed items and oversee the installation of new software and upgrades for classrooms and offices; consult with designated IT liaison, as needed.

5% - Records Management

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

• Maintain spreadsheets for all unit 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% - Performance Management

• Ensures that expectations are clear, well communicated, and relate to the goals and objectives of the department or unit. 

• Provides staff with frequent, constructive feedback, including interim evaluations as appropriate. 

• Confirms that staff have the necessary knowledge, skills, and abilities to accomplish goals. 

• Verifies that the requirements of the performance planning and evaluation system are met and completes evaluations by established deadlines with proper documentation. 

• Addresses and documents performance issues as they occur. 

• Reviews safety issues and communicates as appropriate to ensure a safe and healthy workplace. 

Additional Job Description:

Conditions of Employment

Occasional evening and weekend work required, i.e. during the graduation ceremony, open house, homecoming, lectures, orientation, 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.
 

Is the position remote work eligible?

Yes, one day per week

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EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

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.