Overview
Administrative Assistant Jobs in Coral Springs, FL at Aerospace Technical Services
Position Information
Position Number
00413W
Position Title
Administrative and Fiscal Coordinator, Environment & Sustainability
Employment Category
Full Time Operational
Location
William & Mary
Department
3KA000 Environmental Science Studies
Unit Mission Statement
The Environment & Sustainability Program promotes multidisciplinary education and research to produce active and literate environmental citizens, leaders, and problem solvers. We emphasize the value of integrating knowledge and approaches from the natural sciences, social sciences, humanities, and professional schools to generate a holistic understanding of environmental issues and policy making, while simultaneously stressing the need for in-depth training in at least one environmental discipline.
The mission of the Keck Environmental Field Laboratory is to provide instructional and research support for environmental programs on the William & Mary campus and at the Virginia Institute of Marine Science. For both faculty and students, the 5,500-square-foot facility is an academic venue for hands-on investigation of issues within the increasingly complex and interdisciplinary world of environmental studies.
Position Summary
William & Mary’s Environment & Sustainability Program (ENSP) and Keck Environmental Field Laboratory invite experienced applicants for the position of Administrative & Fiscal Coordinator. Under the supervision of the Environmental Science and Policy Director and Keck Laboratory Director, this position provides administrative and financial support for both units to include leadership and faculty support. Primary responsibilities include:
Providing administrative support for the ENSP and Keck Lab Directors, faculty and affiliated faculty, postdoctoral fellows, and research lab technician.
Serving as the first point of contact to office visitors, students and faculty in person and by telephone, and assist to answer or refer inquiries.
Managing the department’s indexes by verifying accounting entries, maintaining budget tracking spreadsheets, and providing financial review of resources to the ENSP and Keck Lab Directors
Providing fiscal support to include processing of reimbursements, journal vouchers, and financial reporting
Providing grant administration support and coordinating with the Office of Sponsored Programs to ensure that grant funds are expended appropriately, in compliance with federal and state guidelines.
Liaising with multiple units on campus to facilitate processing of transactions and procurement of equipment and services.
Working with Private Fund Accounting to ensure compliance with individual private fund gift restrictions
Supporting the unit’s communications program to include ongoing website and electronic media content updates
Arranging and coordinating program meetings, colloquiums, lectures, guests, graduation, and other events to include catering, logistics, room reservations, and agenda
Providing records management for student files and department records in compliance with retention guidelines
**The department is not able to sponsor applicants for work visas for this vacancy
Conditions of Employment
Occasional evening and weekend work required, for example, during, graduation, homecoming, lectures, special events, etc.
Essential Designation
No
FLSA
Non-Exempt
Position Restricted?
No, this is a continuing E&G funded position and not term-limited
Position Term
12 month – Continuing
Position Months
Faculty or Staff: 12 month
Required Qualifications
High School graduate or equivalent
Working knowledge of administrative and office support functions, office equipment, and office management, including general practices and procedures
Demonstrated proficiency in computer skills to include Microsoft Office: Word, Excel, PowerPoint, and Outlook
Some knowledge of course scheduling and course registration processes
Some knowledge of procurement and purchasing policies and procedures
Working knowledge of fiscal administration and general accounting practices and procedures, as well as tracking and projecting expenditures.
Demonstrated ability to interpret and apply organizational policies and procedures in accordance with state and federal guidelines.
Demonstrated experience in customer service with ability to communicate effectively with a diverse population of faculty, staff, and students.
Demonstrated ability to learn and work effectively with productivity systems and applications including for procurement, fiscal reporting, and website production (e.g. Banner, Qlik, Workday, buyW&M, Chrome River, Cascade)
Preferred Qualifications
Bachelor’s degree from an accredited institution or an equivalent combination of education and experience
Experience in a higher education environment
Experience with course scheduling and course registration processes
Familiarity with grant administration practices
Experience with photo-editing and desktop publishing software and ability to learn website technology platforms and social media platforms such as Cascade, Blackboard, listservs, Facebook, and Twitter
Experience creating content for web pages, social and other communication platforms
Experience with productivity systems and applications such as Banner, Qlik, Workday, buyW&M, and Chrome River
Is the position remote work eligible?
Not eligible
Remote 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.
Advertised Pay Range
Up to $46,000
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range
U06
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date
03/03/2025
Review Begin Date
Job Close Date
03/24/2025
Open Until Filled
No
Special Application Instructions
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.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Title: Administrative Assistant
Company: Aerospace Technical Services
Location: Coral Springs, FL
