Skip to Main Content

Administrative Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. To email this position to a friend, click on the Email to a Friend link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

Position Information

Position Information

Present Position Number 00244W
Role Code Title Admin & Office Specialist III
Position Title Administrative Assistant
Position Summary

The Administrative Assistant position provides administrative support to the Financial Aid Office with emphasis on excellent customer service to students and visitors.

Core Responsibilities include (not not limited to):

  • Responds daily to inquiries regarding financial aid and other aspects of the College by current as well as prospective students and parents.
  • Manages the reception area: organizes front desk, front storage,and lobby area to maintain a clean and professional environment for visitors.
  • General Office Administration: mail distribution, makes staff travel arrangements, places orders for office-related documents/forms, maintains supply inventory, monitors and maintains the office voicemail system, and assists with student file creation.
  • Manages office purchasing activities and maintains and reconciles all Small Purchase Credit Card (SPCC) records.
  • Prepares and submits travel authorizations and processes journal vouchers on behalf of office staff.
Required Qualifications

High school Diploma or the equivalent.


  • Strong knowledge of general office procedures and processes.
  • Strong administrative and reception skills with a strong customer service focus and the ability to work with a diverse population.
  • Proficiency in a variety of software application specifically MS Office (MS Word, Excel, and Outlook Calendar management).
  • Strong oral and written communication skills with the ability to work effectively as team player. The ability to understand the importance of confidentiality, while exercising tact and diplomacy in all interactions.
  • Strong organization skills, attention to detail with, accuracy in performing daily activities with the ability to manage tasks concurrently within specified deadlines.


  • Prior experience providing a variety of administrative support in a customer service environment.
  • Prior experience in using MS Office applications.
Preferred Qualifications


  • Knowledge of e-VA purchasing system.
  • Familiarity with Banner or other campus-database system.
  • Knowledge of financial aid processes.


  • Prior experience working in a customer service role at a higher education institution (especially in a financial aid or admissions office).
  • Prior experience in tracking data, reconciling expenses, and/or processing invoices for payment.
Advertised Pay Range Commensurate with experience
Department Financial Aid Office - 3F3100
Location William & Mary
University Salary Range

Job Open Date 09/11/2017
Review Begin Date
Job Close Date 09/20/2017
Open Until Filled No
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions 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 as directed and approved by the supervisor.

Some nights, weekends, and holiday hours required, especially during the Admissions recruitment time frame but no more than once per quarter. Weekend hours are for special events only, such as Day for Admitted Students.

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 (*).

Supplemental Documents

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