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Administrative Coordinator, Advancement Services

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Position Information

Position Information

Present Position Number 01110W
Role Code Title General Admin Supv I/Coord I
Position Title Administrative Coordinator, Advancement Services
Position Summary

The Administrative Coordinator is an integral member of the Advancement Services team and provides executive-level support to the Associate Vice President of Advancement Services (AVP) and all aspects of the unit’s operations.

Responsibilities include (but not limited to):

  • Provides direct administrative and office support for the Associate Vice President, Advancement Services.
  • Assist in the management of the University Advancement operating budget overall as well as provide direct management of the Advancement Services budgets from budget reporting and reconciliation, invoice and reimbursement processing, and posting of financial transactions.
  • Serve as project manager for projects and special assignments in the office of Advancement Services (establishes objectives, determines priorities; managing timelines, budget and resources to complete the assignment).
  • Assists the AVP to maintain contract oversight for University Advancement ensuring that correct processes and procedure are adhered to according to established guidelines, including Registration to Solicit filings for the University and specific affiliated foundations.
  • Manage building & facilities issues for University Advancement.
  • Coordinate the IT procurement processes for University Advancement and maintain technology inventory according to University policies and procedures.
Required Qualifications

Bachelor’s degree in a related field or equivalent combination of education, training and or experience.


  • Working knowledge of successful office practices and protocols with the ability to maintain efficient and effective office operations, identify areas of improvement, and anticipate the needs of the office.
  • Excellent problem solving skills, with the demonstrated ability to work independently, taking an appropriate level of initiative, to interpret, apply, and explain policies and procedures, think strategically, and exercise sound judgment when making logical, defensible decisions.
  • Strong administrative skills with demonstrated proficiency in proofreading and editing complex documents with careful attention to detail and accuracy.
  • Strong project management skills, with familiarity in managing multiple projects/activities in a dynamic fast pace environment.
  • Strong planning skills, with familiarity with event or travel coordination.
  • High degree of computer proficiency in a variety of software applications to include MS Office (specifically, Power-point, Access, Outlook, Word and Excel) web-based applications and databases.
  • Excellent interpersonal and communication skills, with an outstanding customer service orientation and the ability to gain credibility and trust in a business setting. Demonstrated ability to interact effectively with a diverse client/customer base, external partners in a collegial, collaborative and positive service-oriented manner.
  • Ability to exercise discretion with highly confidential matters in a sensitive manner with tact, respect, and courtesy.
  • Working knowledge of general accounting principles and financial management.
  • Excellent organization and time management skills, with the demonstrated ability to produce accurate and error-free work, while adapting to an ever-changing environment that have multiple and competing priorities with specific deadlines.
  • Strong work ethic and dedication with a commitment to high performance and teamwork to work efficiently with a desire to learn new systems and processes quickly.
  • Ability to modify own working style, approach, or methodology to fit new/changing circumstances.


  • Experience in support of an agency or department head.
  • Experience with fiscal support administration (e.g., processing invoices, reimbursements, reconciliation).
  • Experience in customer service role.
  • Experience in managing projects and resources from conception to completion.
Preferred Qualifications


  • Strong analytical, computational and quantitative skills, with the ability to extract and analyze data, produce reports in a variety of formats.
  • Knowledge or familiarity with fundraising is highly desirable.
  • Working knowledge of inventory tracking.
  • Familiarity with Advance or a similar fundraising database is highly desirable.
  • Knowledge of e-VA (Commonwealth of VA procurement system) is a plus.
  • Working knowledge of Commonwealth of VA State and University policies and procedures is a plus.


  • Significant experience with fiscal support administration, managing multiple budgets, and tracking and projecting expenditures.
  • Experience in higher education and/or non-profit fundraising is a plus.
Advertised Pay Range Commensurate with experience
Department VP University Advancement Office - 610000
Location William & Mary
University Salary Range

Job Open Date 08/28/2017
Review Begin Date 09/11/2017
Job Close Date
Open Until Filled Yes
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions of Employment:
  • This is a non-exempt position eligible to receive over-time in accordance with the Fair Labor Standards Act.
  • This position may require over-time, with occasional evenings and weekends around College events and deadlines.
EEO Statement

The College of William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The College is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

Background Check Statement

The College of 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 (*).

  1. * Do you have administrative experience supporting a agency or department head?
    • Yes
    • No
  2. * Do you have experience processing fiscal related duties?
    • Yes
    • No

Supplemental Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents