{"id":3237538,"url":"https://alion.io/job/william-mary-administrative-coordinator-chemistry","title":"Administrative Coordinator (Chemistry)","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":85,"open_postings":13,"ghost_share":0,"stale_share":0.385,"repost_share":0,"time_to_fill_p50_days":65,"computed_at":"2026-11-14T05:58:10Z"}},"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":null,"salary_estimate":{"min_usd":24000,"max_usd":52000,"period":"year","method":"role_country_seniority_unknown","sample_n":11684},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-23T00:00:00Z","employer_posted_date":"2026-10-23","last_verified_at":"2026-11-15T03:08:09Z","board_verified":true,"closed_at":null,"days_open":23,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":23},"description":"Job Requisition:\nJR102150 Administrative Coordinator (Chemistry) (Open)Job Posting Title:\nAdministrative Coordinator (Chemistry)Department:\nCC00099 WM001 | CAS | Chemistry DeptJob 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:\nWilliam & Mary’s Chemistry Department is seeking qualified applicants for the full-time position of Administrative Coordinator, whose efforts will support administrative staff, faculty, and department leadership. Under the supervision of the Administrative and Fiscal Supervisor, this position will support the administrative and programmatic needs of the department and its laboratories.Job Description:\nPrimary responsibilities include:\nAdministrative support for the office and laboratories to include ordering supplies, distributing mail, coordinating travel logistics and reimbursements, and assisting with department communications and technological support.\nAdministrative and operational support for the undergraduate and graduate chemistry programs.\nServing as first point of contact to office visitors, students, and faculty in person and by telephone and assist to answer or refer inquiries.\nArranging and coordinating program meetings, colloquiums, lectures, guest travel, and special events to include catering, logistics, and agenda.\nProviding records management for student files, department records, and maintenance of spreadsheets for departmental operations.\nAssign work to be completed by part-time student office workers.\nRequired Qualifications\nHigh School graduate or equivalent.\nSome knowledge of general employment/hiring practices and procedures.\nWorking knowledge of administrative and office support functions, office equipment, and office management, including practices, protocol, and customer-service etiquette.\nProficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, PowerPoint, Outlook, and Teams.\nFamiliar with fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.\nAbility to learn and work effectively with productivity systems and applications.\nAbility to interpret and apply organizational policies, procedures in accordance with state & federal guidelines.\nDemonstrated experience in customer service with ability to communicate effectively, both verbally and in writing, and disseminate information effectively with a diverse population of faculty, staff, and students.\nPreferred Qualifications\nBachelor’s degree from an accredited institution or an equivalent amount of education, experience, and/or training.\nExperience working in a higher education office environment.\nPrior fiscal administration, course scheduling, or academic program administration experience\nWorking knowledge of general hiring practices and procedures.\nKnowledge of procurement & purchasing policies and procedures.\nExperience maintaining web pages such as Cascade, Blackboard, and Outlook, group calendars, and/or listservs.\nExperience with interpreting and applying organizational policies, procedures in accordance with state & federal guidelines.\nConditions of Employment\nOccasional evening and weekend work required, i.e., during commencement, open house, homecoming, lectures, special events, etc.\nThis is a non-exempt position, eligible to work 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.\nCompensation: Up to $46,000 commensurate with experience\nFor full consideration, submit your resume and cover letter by the priority review date of 11/8/2026.\nJob Duties\n60% - General Administration and Support\nInventory, order, and maintain supply of office equipment in compliance with state procedures. \nMaintain group calendars and provide administrative support to Chair and faculty, for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.\nLead the planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.\nAssist in drafting correspondence or email to send on behalf of the department or as a draft for the Chair.\nLiaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.\nMake travel arrangements for faculty, students, and guest lecturers.\nPrepare gift acknowledgement letters for Chair’s signature.\nServe 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.\nResolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair.\nReceive mail and distribute; maintain unit and individual mailboxes.\nSecure laboratory facilities at the end of the business day.\nAssist with preparation of travel spend authorizations and expense reimbursement requests, as needed.\nVerify federal I-9 employment eligibility using the on-line verification system.\n25% - Communication & Technological Support\nProvide 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.\nAssist in the preparation of print, email, web, and other communications pieces for various events and activities as determined by the Chair, consulting with the Dean’s Office communications staff as needed.\nUtilize current software programs and applications to develop visually appealing communication materials, surveys, forms, and other content as requested.\nDevelop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division and its students, as appropriate.\nRemain 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; consulting with designated IT liaison, as needed.\n10% - Records Management\nMaintain 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).\nMaintain spreadsheets for all unit operations: expenditures, travel, stipend, tuition, inventory, salary authorizations, personnel records, faculty peer evaluations, etc.\nConvert, store, and manage files electronically as needed.\nLiaise with Registrar, Provost, Financial Aid, and other units to produce necessary forms and reports.\nPrepare and maintain statistical and informational reports as requested by the university or specific agencies.\nCoordinate with Records Management staff at Swem Library and follow state guidelines in properly disposing of files after established retention period.\n5% - Procurement\nManage/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.\nUtilize the university’s electronic procurement system to initiate and monitor transactions and reconcile encumbrances.\nAct as liaison between Procurement office and faculty regarding procurement policy and encourage use of state contractors and SWaM (small, women, and minority owned business) vendors.\nResearch and resolve invoice inquiries and disputes from vendors.\nAssist in the development and processing of vendor agreements, especially for guests and external program reviewers.\nCommunicate 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.\nMay 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.\nAdditional Job Description:\nThe mission of the William & Mary Department of Chemistry is to equip students to become successful scientists and engaged citizens. Here students learn to think broadly, deeply, and creatively about the atomic world and its effects on the macroscopic world. We accomplish this with innovative classroom instruction, engaging laboratory experiences, and high-impact, faculty-mentored research in a supportive and inclusive environment. Students and faculty members explore how chemistry connects to the broader world through a dynamic, engaging curriculum and interdisciplinary approach to research.\nJob Profile:\nJP0205 - Administrative & Office Specialist III - Nonexempt - Salary - S05Qualifications:\nCompensation Grade:\nS05Recruiting Start Date:\n2026-10-12Position 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":10942,"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":"2026-10-25T13:08:12Z"}],"visa":[{"country":"US","licensed_sponsor":false,"adverts_offering_sponsorship_24m":12,"sanctioned_now":false,"evidence":"Offered visa sponsorship in 12 of its adverts here in 24 months","filings_12m":0,"filings_prev_12m":0,"green_card_filings_12m":0,"median_offered_wage_usd":null,"route":null,"cap_exempt":false,"checked_at":"2026-11-14T07:33:33+00:00","sources":["Alion: sponsorship offered in the employer's own job adverts (24 months)"],"filings_for_role_12m":0}],"liveness":{"score":85,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.853,"p_room":1,"age_days":22,"expected_fill_days":65,"reasons":["conf:0","win:early"],"computed_at":"2026-11-14T05:58:10Z"},"pay":null,"html_url":"https://alion.io/job/william-mary-administrative-coordinator-chemistry","json_url":"https://alion.io/job/william-mary-administrative-coordinator-chemistry.json","meta":{"generated_at":"2026-11-15T05:14:46Z","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":256,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-16T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"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-administrative-coordinator-chemistry"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"free","price":{"credits":0,"usd":0},"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-administrative-coordinator-chemistry"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"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-administrative-coordinator-chemistry"},{"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-administrative-coordinator-chemistry\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwilliam-mary-administrative-coordinator-chemistry"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3237538}},{"tool":"search_jobs","arguments":{"company":"wm.edu","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3237538},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. Docs: https://alion.io/developers"}}