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Administrative Coordinator

Employer
William & Mary
Location
William & Mary

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Position Information

Position Information

Present Position Number01172WRole Code TitleAdmin & Office Specialist IIIPosition TitleAdministrative CoordinatorPosition Summary

The Administrative Coordinator is an integral member of the Principal Gifts, Foundation Operations and Volunteer Management team and provides executive-level support to the Executive Director of Principal Gifts and Gift Planning (Executive Director), Director of Foundation Operations and Volunteer Management (Director) and Associate Director of Principal Gifts and Foundation Operations. The Administrative Coordinator supports the planning and execution of all activities related to the Principal Gifts program, William & Mary Foundation (WMF) board meetings, the Volunteer Management program, the Plumeri House day-to-day administration and budget management.

Responsibilities include (but not limited to):
•Represent the Executive Director to various internal and external audiences, board, alumni, parents, donors, Vice Presidents, the Provost and the President’s Office.
•Support the work of the Principal Gifts, Foundation Operations and Volunteer Management programs.
•Coordinate logistics for meetings, draft minutes and maintain and update all board materials.
•Prepare letters, memos, reports and presentation materials ensuring accuracy of information.
•Effectively manage the Principal Gifts, Foundation Operations and Volunteer Management budget and prepare quarterly expense detail for Foundation Board. Track expenses and prepare quarterly budget expense detail. Assist in the development of budget forecasts and annual budget review process.
•Manage schedule and coordinate travel in support fundraising work of Executive Director in a timely and accurate manner.
•Manage day-to-day administration of the Plumeri House to ensure highest level guest experience.
This is an exciting time to work at William & Mary in the Office of Advancement as we raise $1B in our campaign, For the Bold! We are hiring ambitious, energetic professionals to join a team of 180 colleagues in our award-winning work of alumni engagement, fundraising and philanthropic outreach to a diverse community of supporters. Our alumni give back to W&M, earning us the honor of being named the number one public institution for alumni giving in 2018.

Required Qualifications

EDUCATION:
High School Diploma or equivalent.

COMPETENCIES:

  • Familiarity of fundraising practices and ability to support such office programs.
  • Solid administrative skills with the ability to draft memos, proofread and edit documents.
  • Strong oral and written communication skills with the ability to work effectively with others, exercising tact and diplomacy in all interactions, while using sound judgment in performing all responsibilities.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to learn development and design-related software.
  • Familiarity with web and web-based applications, and the ability to work with complex databases.
  • Demonstrated skills in data entry and tracking with the ability to produce reports.
  • Strong organizational skills with the ability to manage multiple and competing tasks concurrently.

EXPERIENCE:

  • Experience working in an office environment, providing administrative support.
  • Experience working in a fast past, goal-oriented department supporting competing priorities.
Preferred Qualifications

EDUCATION:
Bachelor’s degree or equivalent combination of education, training and or experience.
COMPETENCIES:
•Thorough knowledge of successful office practices and protocols with the ability to support such office programs.
•Strong administrative skills with demonstrated proficiency in proofreading and editing complex documents with careful attention to detail and accuracy.
•Strong planning skills, with familiarity with event and travel coordination.
•Strong analytical, computational and quantitative skills, with the ability to extract and analyze data, produce reports in a variety of formats.
•High degree of computer proficiency in a variety of software applications to include MS Office (specifically, Power-point, Access, Outlook, Word and Excel) and working knowledge of web-based applications and databases. Demonstrated knowledge of document formatting and design including using Adobe Acrobat and/or similar programs.
•Demonstrates excellent skills in cultivating relationships, including outstanding interpersonal, verbal and written communication abilities with a strong customer service orientation and the ability to work effectively with internal external constituencies, while exercising diplomacy and tact in all interactions.
•Commitment to high performance, teamwork and accountability, with the ability to work independently and exercise sound judgment, taking an appropriate level of initiative.
•Strong organizational skills with the proven ability to manage multiple and competing priorities within specific deadlines.
EXPERIENCE:
•Senior level administrative experience in support of an agency or department head.
•Experience in event or meeting coordination/planning.
•Experience in managing or coordinating travel logistics.
•Experience with fiscal support administration (i.e processing invoices, reimbursements, reconciliation).

Advertised Pay RangeCommensurate with experienceDepartment610000 VP University Advancement OfficeLocationWilliam & MaryUniversity Salary Range

U06Job Open Date08/07/2019Review Begin Date08/26/2019Job Close DateOpen Until FilledYesEmployment CategoryOperational FTPosition Term12-MonthSpecial Application InstructionsConditions of Employment:
  • 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.
EEO Statement

William & Mary is an Equal Opportunity/Affirmative Action/Equal Access employer and actively encourages applications from minorities, women, disabled persons and veterans.

Background Check Statement

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.

Supplemental Question

Required fields are indicated with an asterisk (*).

    Supplemental DocumentsRequired Documents
    1. Resume/Curriculum Vitae
    2. Cover Letter
    Optional Documents
    1. Other Doc
    2. Other 2

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