{"id":2554757,"url":"https://alion.io/job/william-mary-academic-operations-coordinator","title":"Academic Operations Coordinator","company":{"id":20196,"name":"William & Mary","domain":"wm.edu","url":"https://alion.io/company/w-and-m-news","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":90,"open_postings":16,"ghost_share":0,"stale_share":0.188,"repost_share":0,"time_to_fill_p50_days":73,"computed_at":"2026-10-16T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":{"min":42000,"max":50000,"currency":"USD","period":"year","gross":null,"usd_annual":50000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-14T18:52:03Z","employer_posted_date":"2026-10-14","last_verified_at":"2026-10-16T07:49:23Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Job Requisition:\nJR102140 Academic Operations Coordinator (Open)Job Posting Title:\nAcademic Operations CoordinatorDepartment:\nCC01165 WM001 | CDSP | CDSP PayrollJob Family:\nStaff - Administrative & Office SupportWorker Sub-Type:\nRegular (benefited)Job Requisition Primary Location:\nIntegrated Science CenterPrimary Job Posting Location:\nPosting Location - William & MaryJob Description Summary:\nW&M’s School of Computing, Data Sciences & Physics (CDSP) invites qualified applications for the position of Academic Operations Coordinator within the Department of Applied Science. This position provides comprehensive academic and administrative support for the department's undergraduate and graduate academic programs, faculty, students, and departmental leadership.Working collaboratively with the Department Chair, faculty, and Dean's Office staff, the Academic Operations Coordinator independently manages day-to-day academic operations while coordinating student services, academic scheduling, admissions activities, departmental events, and administrative processes. The position serves as a primary point of contact for students and faculty regarding academic and operational matters and ensures efficient delivery of departmental services in compliance with university policies.\nAs the Department of Applied Science expands to launch its inaugural undergraduate academic program, this position will play a key role in developing and implementing administrative processes that support undergraduate recruitment, student success, and program operations while continuing to support the department's established graduate and research programs.\nPrimary responsibilities include:\nProvide administrative and operational support to the department chair, faculty, and staff.\nServe as the primary administrative resource for faculty, students, and prospective students regarding academic processes and departmental operations.\nPartner with the Dean’s Office and Department Chair to support efficient departmental operations.\nAssist with academic program management, recruitment, and admission activities.\n• Assist with coordinating programs, colloquiums, lectures, and other special events.\nJob Description:\nRequired Qualifications:\nHigh School Graduate or equivalent combination of education and relevant experience.\nDemonstrated experience providing administrative support in a complex or customer-focused environment.\nDemonstrated knowledge of general office practices and procedures including best customer service practices\nDemonstrated proficiency with Microsoft Office Suite and ability to learn enterprise software systems.\nAbility to learn and work effectively with productivity systems and applications.\nAbility to prioritize multiple responsibilities while meeting deadlines.\nExcellent organizational skills and attention to detail.\nStrong written, verbal, and interpersonal communication skills.\nPreferred Qualifications:\nBachelor's degree or an equivalent combination of experience and education.\nExperience in a higher education environment.\nExperience supporting academic programs or student services.\nExperience coordinating events or managing complex administrative projects.\nExperience working within a STEM academic or research environment.\nExperience developing or improving administrative processes.\nConditions of Employment:\nThis 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.\nDuties:\n45%- Academic Operations Support:\nGraduate\nProvide administrative support for graduate admissions and recruitment activities.\nAssist with graduate applicant communications, visit coordination, and admissions processing.\nMaintain graduate student records and assist with monitoring academic milestones.\nSupport graduate student onboarding, registration, and commencement activities.\nAssist with graduate stipend, tuition, and fee processing as directed.\nServe as backup support for graduate program administrative functions during absences or periods of increased workload.\nCoordinate with university offices to ensure timely completion of graduate administrative processes.\nUndergraduate\nCoordinate administrative operations supporting the undergraduate academic program.\nAssist with student recruitment, orientation, admissions, and outreach activities.\nCoordinate course scheduling activities, including course creation, room assignments, enrollment adjustments, and registration overrides.\nAssist faculty with honors projects, independent study administration, and undergraduate academic processes.\nCoordinate undergraduate commencement, recognition events, orientation, admitted student programs, and departmental recruitment events.\nMaintain undergraduate communications including announcements, listservs, website updates, and informational materials.\nServe as a primary resource for undergraduate students by responding to inquiries and directing students to appropriate university resources.\n35%- General Administration and Department Operational Support:\nProvide administrative support to the Department Chair and faculty.\nAssist 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\nPrepare correspondence, reports, presentations, and other departmental communications.\nMaintain departmental calendars, records, files, and documentation in accordance with university record retention requirements.\nMaintain spreadsheets for all unit operations: expenditures, travel, stipend, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, etc.\nConvert and store files electronically as needed.\nAssist in drafting correspondence or email to send on behalf of the department or as a draft for the Chair/Director.\nCoordinate facility requests, work orders, room reservations, and departmental logistics.\nAssist with faculty recruitment activities, onboarding, and administrative support for search committees.\nSupport departmental student organizations and faculty committees as assigned.\nMaintain departmental contact lists, inventories, and operational documentation.\n15%- Fiscal Operations Support:\nCross-train in departmental fiscal processes to provide operational continuity.\nAssist with purchasing, procurement, travel authorizations, reimbursements, and payment processing.\nAssist with reconciliation of departmental financial records.\nSupport budget tracking, financial reporting, and fiscal year-end activities.\nPrepare financial documentation and maintain supporting records in accordance with university policies.\nAssist with Workday financial and human resource transactions as assigned.\nServe as backup for designated fiscal processes during staff absences or periods of increased workload.\nCoordinate with the department Fiscal Manager and Dean's Office on financial and operational matters.\n5%- Other Duties as Assigned:\nPosting Range: $42,000 up to $50,000 commensurate with experience\nAdditional Job Description:\nJob Profile:\nJP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06Qualifications:\nCompensation Grade:\nS06Recruiting Start Date:\n2026-10-09Position Restrictions:\nContinuing E&G funded position and not term-limitedEEO 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\nBackground 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.\nApplicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.\nProbationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.\nRemote 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.","description_format":"text","description_chars":8903,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education","Research Institutes"],"lifecycle":[{"event":"open","at":"2026-10-14T18:52:03Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":73,"reasons":["conf:30","win:early"],"computed_at":"2026-10-16T05:45:00Z"},"pay":{"stated_usd_annual":50000,"is_top_pay":false},"html_url":"https://alion.io/job/william-mary-academic-operations-coordinator","json_url":"https://alion.io/job/william-mary-academic-operations-coordinator.json","meta":{"generated_at":"2026-10-16T08:16:43Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":6156,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-17T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":20196},"rest":"https://alion.io/mcp/rest/get_company?id=20196"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fwilliam-mary-academic-operations-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fwilliam-mary-academic-operations-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fwilliam-mary-academic-operations-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/william-mary-academic-operations-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwilliam-mary-academic-operations-coordinator"}]}