Administrative Coordinator

Position Information

Position Information

Present Position Number 00939W
Role Code Title Admin & Office Specialist III
Position Title Administrative Coordinator
Position Summary

The Administrative Coordinator provides executive, paralegal, and administrative coordination and case management support to the Offices of University Counsel and Compliance & Equity. This includes:

• Paralegal support – gathering information and documents relating to university response to external oversight bodies (EEOC, OCR, etc.) as well as judicial and administrative tribunals, and serving as point of contact with Office of the Attorney General and outside counsel.

• Project management – providing administrative oversight and coordination of University Counsel’s litigation hold, subpoena response, outside counsel engagement and billing, and performance/payment bond review programs.

• Case management – supports the investigative team through communication with parties and witnesses, record keeping of reports and investigative steps including in databases, and provision of accurate information regarding policies and procedures. Requires monitoring of processes and protocols involving multiple university offices and external bodies.

• Executive assistance to the University Counsel and the Chief Compliance Officer, including calendaring and workload management.

• Training coordination – managing administrative aspects of training and educational programs, including assigning training and tracking and monitoring course completion.

• Office management – front office management including receptionist duties, procurement (purchase card use), budgeting, and related assignments.

Required Qualifications

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

1. Demonstrated ability to identify and respond promptly to sensitive situations, concerns, and complaints, including identifying and applying applicable policies and procedures.
2. Demonstrated and exceptional proficiency in: communication and interpersonal skills, professionalism, and customer service.
3. Ability to maintain confidentiality and appropriately handle sensitive information, particularly in dealings with wide variety of populations (e.g., faculty, staff, students; of varying levels of education and skill in communication).
4. Demonstrated ability to work independently without close supervision. Must be detailed oriented and have the ability to manage multiple priorities in a fast-paced environment.
5. Demonstrated ability to anticipate problems and issues, solve problems where possible, and recommend or develop solutions as appropriate.
6. Demonstrated ability to acquire a thorough understanding of university structure and processes and to identify opportunities for improvement.
7. Case management skills, with ability to monitor complex administrative processes across multiple offices.
8. Strong proficiency in standard office suite packages (i.e., Microsoft Office).

9. Strong work ethic and dedication with a commitment to high performance and teamwork, learning new processes and systems, and building improvements.

• Experience providing administrative and office support
• Experience in managing projects

Preferred Qualifications

• Bachelor’s degree.
• Paralegal certification.
• Prior experience in a state institution of higher education.
• Prior experience working in a legal environment
• Prior experience working with system software such as Cascade, Advocate, Banner.

Advertised Pay Range $35,000 to $45,000, commensurate with experience
Department Office of Policies and Compliance - 170000
Location William & Mary
University Salary Range

Job Open Date 11/03/2017
Review Begin Date 11/27/2017
Job Close Date 12/01/2017
Open Until Filled No
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions of Employment:

• Ability to perform occasional evening and weekend work on urgent projects.

• This is a non-exempt position, eligible to receive overtime for hours worked beyond 40 in a work week. This position may be subject to overtime during high peak times, etc.

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