Required

Qualifications

HS graduate or equivalent. Working knowledge of professional office practices and procedures. Proficiency with Microsoft Office Suite: Word, Excel, Outlook, as well as general website searches.

Experience

with or demonstrated ability to learn card production software and apply new skills quickly and accurately. Exceptional attention to detail and organizational skills and the ability to execute complex. instructions with precision, ability to troubleshoot and resolve technical issues. Prior customer service experience. Excellent interpersonal skills with ability to interact with all levels of personnel and the general public in a professional and effective manner.

Experience

with a POS system, financial processing and preparation of POS transaction deposits.

Experience

or demonstrated ability to timely detect, research and correct transaction discrepancies. Demonstrated proficiency in the administration and reconciliation of financial plans. Knowledge of Generally Accepted Accounting Practices (GAAP). Records management experience with the ability to manage multiple calendars, using an automated calendaring system. Consistently maintain accurate, up-to-date records and digital files; ability to assemble financial data and event documents. Excellent interpersonal, written and oral communication skills with the ability to professionally respond to inquiries via telephone, e-mail or in person. Valid driver’s license.

Preferred Qualifications

Associate degree or above in business administration, Finance or another related field Working knowledge of Commonwealth of VA state policies. Knowledge of Workday Finance and Human Resources platforms. Knowledge of Banner Students Accounts, exposure to or experience with Workday, and Clover devices.

Experience

with the Atrium, Instant ID or other enterprise campus card systems, card production and card design software. Previous experience in a higher education environment; familiarity with Auxiliary Services operations. Previous experience with Meal Plan Programs. Familiarity with higher education regulations including FERPA, PCI, and GLBA compliance Understanding basic database structures.

Experience

training, mentoring and overseeing the work of others.

Experience

preparing process guides, procedure manuals, or marketing brochures. Conditions of Employment: This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act as directed and approved by the supervisor. This position may be subject to overtime on weekends, holidays and in emergency situations in the event of equipment failure. Overtime hours may be required during Fall & Spring Orientation. Valid driver’s license to monitor equipment and conduct card issuance events at multiple campus locations. The hours for this position are 8:00 a.m. to 5:00 p.m., Monday – Friday. This is a restricted position subject to availability of funding.

Duties

45% - Front Office Customer Service and Card Production Operations: Provide professional positive and friendly customer service to all Campus Patrons. Respond to requests for assistance from students, parents, departments and contractors. Diffuse and resolve service disputes, escalate if appropriate. Maintain patron confidentiality and adhere to all applicable state and federal regulations. Uphold the policies and procedures of W&M and Tribe Card Services. Serve as a liaison to other campus departments and off-campus vendors as a Tribe Card Services representative. Be prepared to instruct and assist patrons with photo submission; prepare lists and reports for Departments requesting Tribe Cards. Audit card office front desk operations and participate in the resolution of operating irregularities. Ensure office activities comply with policies and procedures. Provide secure and confidential handling of cardholder information. Update training materials and guides when necessary. Train other Office Staff as needed. Maintain current documentation on financial and operational practices. Maintain adequate inventory of card production and equipment supplies and other office needs. Procure Tribe Card Services supplies and equipment according to State policies and William & Mary guidelines. Coordinate equipment repair and removal of surplus property according to applicable policies. 30% - Fiscal Processing and Administration: Monitor transactions and financial reporting for the Tribe Card Services operating accounts. Maintain security of the office safe, petty cash fund, and all incoming cash transactions Assist with the preparation and approval of the daily deposit transmittal. Prepare accurate reports, invoices, and Accounting Journals for Financial Operations. Process Accounting Journals for departmental charges, deposits, and budget reconciliation according to state accounting procedures. Process student charges and meal plan adjustments in the Atrium or Banner system as appropriate. Maintain accurate financial files and digital financial records and supporting documents. Keep abreast of all new and updated financial policies and procedures for William & Mary and the State. 20% - Technical and Troubleshooting Skills: Operate and troubleshoot point of sale and card production equipment, and outside software programs including Micros, Entrust Instant ID, and Atrium. Keep current on card production software. Maintain small devices and office equipment including updates to applications and firmware. Work with IT Services and vendors to resolve technology issues that prevent photo submission via the tribecard.wm.edu site Respond to requests for technical assistance from clients, merchants, contractors, or W&M employees. Monitor Tribe Card Services equipment, troubleshoot when failure is reported, and coordinate repair and/or replacement with the appropriate department and/or vendor. Keep abreast of appropriate equipment updates and train end-users on point of sale and card reader devices. 5% - Other

Duties

as Assigned: Other duties assigned that support Auxiliary Services. Physical Demands: Sedentary Work - Frequently Clerical, Administrative, Machine Operators (including inspection), Inspection, Close Assembly - Constantly The worker is subject to inside environmental conditions - Constantly Stooping - Occasionally Light Work - Occasionally The worker is subject to outside environmental conditions - Occasionally Crouching - Occasionally Reaching - Occasionally Standing - Occasionally Walking - Occasionally Talking - Constantly Hearing - Constantly Repetitive Motion - Frequently Hiring Range: $35,000 - $45,000 commensurate with experience. Additional Job Description: Job Profile: JP0304 - Administrative & Office Specialist II - Nonexempt - Salary - S04

Qualifications

Compensation Grade: S04 Recruiting Start Date: 2026-08-11 Position Restrictions: Restricted Funds EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal Background Check: 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. 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. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us. Please be aware Workday has weekly downtimes and will be unavailable Fridays starting at 9:00 p.m. through Saturdays at noon (ET) for scheduled maintenance. During this time, the portal will be closed and will not accept applications. William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.