Required
Qualifications
Bachelor’s degree or an equivalent combination of education and relevant experience. Demonstrated experience in administrative, financial, or operational support roles. Familiarity with grant management and sponsored programs processes.
Experience
tracking budgets, processing transactions, or managing financial data with a high level of accuracy. Proficiency in Microsoft Office Suite (Excel, Word, Outlook), including ability to manage and analyze data. Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously. Excellent written and verbal communication skills, with the ability to work effectively with faculty, staff, and administrative offices. Ability to interpret and apply policies and procedures related to finance, procurement, and/or sponsored programs. Strong attention to detail and commitment to accuracy and compliance.
Preferred Qualifications
Experience
working in higher education, research administration, or academic environments.
Experience
working with sponsored programs, grants management, or compliance requirements. Knowledge of pre-award and post-award grant administration processes.
Experience
with financial systems, reporting tools, or enterprise systems (e.g., Workday, buyW&M, etc.).
Experience
supporting multiple stakeholders or units in a shared services or centralized support model.
Experience
coordinating international procurement or working with complex purchasing processes. Familiarity with cost-share tracking, effort reporting, or payroll accounting adjustments. Ability to develop financial reports, dashboards, or data summaries for decision-making. Conditions of Employment: This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act. All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve-month period beginning May 1 each year. For full consideration, submit your resume and cover letter by the priority review date of 6/8/2026. Compensation: Up to $48,000 commensurate with experience
Duties
40% - Financial Management Monitor and track research budgets across multiple labs and funding sources. Prepare and distribute monthly financial dashboards and reports for PIs. Process expenditures, including subscriptions, business meals, and travel reimbursements. Ensure compliance with institutional, sponsor, and regulatory guidelines. Track cost-share commitments and initiate payroll accounting adjustments. Support financial closeout procedures for grants and projects. Ensure proper stewardship and documentation of financial resources. Manage and reconcile foundation (local) funds. 30% - Research Administration Support (Pre-Award & Post-Award) Support budget review process for proposal preparation in coordination with PIs and OSP. Support post-award activities in coordination with PIs and OSP. Facilitate grant extensions and closeout procedures in coordination with OSP. Serve as a liaison between PIs and the Office of Sponsored Programs. 20% - Operations & Logistics Coordinate operational needs across multiple research labs. Support international procurement processes and facilitate transactions. Liaise with campus units such as Financial Accounting, Procurement, and OSP. Maintain organized records of financial, grant, and operational documentation. Identify and implement process improvements to increase efficiency across labs. 10% - Communications & Coordination Serve as a central point of contact between PIs, CAS, and administrative offices. Communicate financial updates and administrative guidance to PIs. Coordinate information flows across multiple stakeholders and departments. Support reporting and assessment efforts through data collection and organization. Additional Job Description: Job Profile: JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06
Qualifications
Compensation Grade: S06 Recruiting Start Date: 2026-05-19 Review Date: 2026-06-08 Position Restrictions: Continuing E&G funded position and not term-limited 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.