Administrative Assistant
William & Mary, Williamsburg, VA, United States
Administrative Assistant
Strategic Cultural Partnerships (SCP) at William & Mary bridges past and present, scholarship and practice, and campus and community to illuminate diverse stories and propel learning to build a more just world. Through partnership, SCP catalyzes W&M's human talent and cultural and historic resources to convene gatherings of significance, ignite innovative learning, and develop and disseminate community engaged research. SCP seeks an Administrative Assistant to provide office services and administrative transactions support. Reporting to the Administration & Projects Manager, the Administrative Assistant will support and work in collaboration with all SCP staff. The successful candidate will demonstrate strong attention to detail and an ability to balance multiple priorities. SCP offices are located in Travis and Barrett Houses; these buildings are owned, operated, and maintained by The Colonial Williamsburg Foundation. The Administrative Assistant will have primary responsibility for liaising with Colonial Williamsburg for building services and other facilities requests. Due to the historic nature of these structures, spaces are not fully ADA compliant.
Required Qualifications
High school diploma or equivalent.
Knowledge of administrative and office management best practices.
Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent organizational skills and attention to detail.
Ability to learn and work effectively with productivity systems and applications (e.g. Workday, buyW&M).
Demonstrated strong communication skills (spoken and written) and customer service skills.
Demonstrated experience following established systems, guidelines, and policies.
Preferred Qualifications
Post-secondary education such as an associate's or bachelor's degree.
Prior administrative experience in higher education.
Experience with Microsoft Teams.
Experience with Workday enterprise resource planning platform and BuyW&M accounts payable/vendor management system.
Experience with William & Mary personnel, financial operations, and procurement policies and procedures.
Conditions of Employment
This is a part-time position, not to exceed 29 hours per week, on average, or 1,500 hours annually.
This position is grant funded and contingent on the continuing availability of these funds.
The associated grant has a planned performance period ending 9/30/2028. The position may be extended depending on availability of additional funding and departmental project needs.
This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.
This position is not eligible for remote work.
Job Duties
45% - Administrative Transactions:
Initiate routine procurements in compliance with state and university policies, including but not limited to supplies, equipment, services, vendors, memberships, and subscriptions.
Serve as departmental Small Purchase Charge Card (SPCC) holder, processing and reconciling credit card transactions in compliance with state and university policies.
Initiate routine personnel transactions in compliance with state and university policies.
Initiate other routine financial transactions including accounting and payroll adjustments.
Assist with preparation of travel authorizations and expense reimbursement requests, as needed.
Support student employment processes, including hiring and verification of federal I-9 employment eligibility.
45% - Office Services:
Inventory, order, and maintain supply of office equipment in compliance with state and university procedures.
Provide administrative support for coordination of meetings and departmental events. Provide calendar management support as needed to Presidential Liaison for Strategic Cultural Partnerships.
Liaise with Colonial Williamsburg Foundation Work Control and other staff regarding building services, maintenance requests, etc.
Receive departmental visitors.
Maintain departmental records in compliance with retention guidelines.
Assist Administration & Projects Manager with departmental budgets management.
Assist Administration & Projects Manager with departmental payment card acceptance compliance.
5% - Professional Development:
5% - Other duties as assigned:
Hiring Range: Up to $21.00/hour
Strategic Cultural Partnerships (SCP) at William & Mary bridges past and present, scholarship and practice, and campus and community to illuminate diverse stories and propel learning to build a more just world. Through partnership, SCP catalyzes W&M's human talent and cultural and historic resources to convene gatherings of significance, ignite innovative learning, and develop and disseminate community engaged research. SCP seeks an Administrative Assistant to provide office services and administrative transactions support. Reporting to the Administration & Projects Manager, the Administrative Assistant will support and work in collaboration with all SCP staff. The successful candidate will demonstrate strong attention to detail and an ability to balance multiple priorities. SCP offices are located in Travis and Barrett Houses; these buildings are owned, operated, and maintained by The Colonial Williamsburg Foundation. The Administrative Assistant will have primary responsibility for liaising with Colonial Williamsburg for building services and other facilities requests. Due to the historic nature of these structures, spaces are not fully ADA compliant.
Required Qualifications
High school diploma or equivalent.
Knowledge of administrative and office management best practices.
Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent organizational skills and attention to detail.
Ability to learn and work effectively with productivity systems and applications (e.g. Workday, buyW&M).
Demonstrated strong communication skills (spoken and written) and customer service skills.
Demonstrated experience following established systems, guidelines, and policies.
Preferred Qualifications
Post-secondary education such as an associate's or bachelor's degree.
Prior administrative experience in higher education.
Experience with Microsoft Teams.
Experience with Workday enterprise resource planning platform and BuyW&M accounts payable/vendor management system.
Experience with William & Mary personnel, financial operations, and procurement policies and procedures.
Conditions of Employment
This is a part-time position, not to exceed 29 hours per week, on average, or 1,500 hours annually.
This position is grant funded and contingent on the continuing availability of these funds.
The associated grant has a planned performance period ending 9/30/2028. The position may be extended depending on availability of additional funding and departmental project needs.
This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.
This position is not eligible for remote work.
Job Duties
45% - Administrative Transactions:
Initiate routine procurements in compliance with state and university policies, including but not limited to supplies, equipment, services, vendors, memberships, and subscriptions.
Serve as departmental Small Purchase Charge Card (SPCC) holder, processing and reconciling credit card transactions in compliance with state and university policies.
Initiate routine personnel transactions in compliance with state and university policies.
Initiate other routine financial transactions including accounting and payroll adjustments.
Assist with preparation of travel authorizations and expense reimbursement requests, as needed.
Support student employment processes, including hiring and verification of federal I-9 employment eligibility.
45% - Office Services:
Inventory, order, and maintain supply of office equipment in compliance with state and university procedures.
Provide administrative support for coordination of meetings and departmental events. Provide calendar management support as needed to Presidential Liaison for Strategic Cultural Partnerships.
Liaise with Colonial Williamsburg Foundation Work Control and other staff regarding building services, maintenance requests, etc.
Receive departmental visitors.
Maintain departmental records in compliance with retention guidelines.
Assist Administration & Projects Manager with departmental budgets management.
Assist Administration & Projects Manager with departmental payment card acceptance compliance.
5% - Professional Development:
5% - Other duties as assigned:
Hiring Range: Up to $21.00/hour