Academic Affairs Finance & Program Administrator

W&M Entrepreneurship Hub; Gloucester; On-site; USD 50,000 - 65,000; Full time

Job description

Position Information

Position Number: 00328V

Position Title: Academic Affairs Finance & Program Administrator

Employment Category: Full Time

Operational Location: VIMS - Gloucester

Department: 111200 Academic Studies

Unit Mission Statement

The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality.

The mission of the Office for Academic Affairs (OAA) at the Batten School is to provide graduate and undergraduate students with education, training and support that will allow them to achieve their full academic potential and successfully pursue careers in coastal and marine science. The OAA provides leadership and centralized administrative oversight and support for education programs at VIMS and annually administers over $2 million in graduate student funding for a student body of approximately 100.

Position Summary

The Academic Student Affairs Finance & Program Administrator is part of a small, highly collaborative team that has responsibility for leadership and centralized administrative oversight of academic programs of the Batten School. The Office for Academic Affairs supports all aspects of the educational experience for approximately 100 graduate students (master’s and doctoral levels) and will assist with the undergraduate Bachelor of Science degree in Coastal and Marine Sciences.

Primary Duties Include, But Are Not Limited To:

• Financial operation of the Academic Affairs office such as budget development and monitoring, forecasting funding needs, and managing student financial aid.
• Administrative operations including developing and implementing policies and procedures that support the Office of Academic Affairs as well as managing student personnel actions including fellowship and work eligibility.
• Academic Affairs support such as supporting the execution of student recruitment efforts, admissions operations, and supporting the enrichment of the academic experience.

Conditions of Employment

• This is a non-exempt position, eligible to receive overtime for hours worked over 40 in a work week, in accordance with the Fair Labor Standards Act and University policy.
• As directed and approved by the supervisor, this position is subject to additional hours beyond the typical work week, to include travel, and occasionally work evenings, weekends and during university holidays.

Essential Designation

No FLSA Exempt Position Restricted? No, this is a continuing E&G funded position and not term-limited.

Position Term: 12 month - Continuing

Required Qualifications

• Bachelor’s degree in a related field or equivalent combination of education and experience, with progressively responsible and substantive experience related to the position.
• Demonstrated knowledge of higher education rules, policies and processes pertaining to business operations and financial management of academic programs and student financial aid, with ability to apply knowledge in areas such as general accounting, budgeting, purchasing, and personnel policies and procedures, all with an eye towards accuracy.
• Demonstrated skills in accounting and quantitative financial data analysis.
• Significant experience making data-informed recommendations based on research, analysis and critical evaluation of data and information. Strong problem-solving skills and the ability to exercise sound independent judgments.
• Experience working with prospective students, degree-seeking students and faculty in a higher education administrative setting, or equivalent experience working with similar constituents in the private sector or a governmental agency.
• Experience and demonstrated leadership skills in the administration of complex academic programs or similar multi-faceted organizations.
• Experience working successfully in collaborative teams, with the ability to adapt and thrive in a changing environment.
• Organized and detail oriented professional demeanor with internal and external customers in a way that facilitates a trusting and respectful environment.
• Ability to project professionalism with internal and external customers in a way that facilitates a trusting and respectful environment.
• Proficiency in using Microsoft Office Suite, especially data manipulation and analysis integrating multiple data sources.
• Ability to travel and occasionally work evenings, weekends and during university holidays.

Preferred Qualifications

• Experience with university enterprise systems for financial, and admission, and other business operations. Particularly, Banner and associated reporting interfaces, university procurement system, Salesforce/TargetX admission applications and reporting functions, electronic transcript retrieval platforms, and document imaging.
• Experience and demonstrated leadership skills in the administration of graduate-level academic/student affairs initiatives or programs.
• Experience with community building activities such as event management, social media, and/or user-focused website development.

Remote Work Eligibility

Not eligible. 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 $65,000 commensurate with experience

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: Benefits Overview.

Job Open Date

04/10/2025

Review Begin Date

04/15/2025

Job Close Date

Open Until Filled: Yes

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.

Supplemental Question

Required fields are indicated with an asterisk (*).

• Briefly describe your experience managing budgets, financial aid, or other financial operations in a higher education or research-focused environment. (Open Ended Question)
• Briefly describe your experience administering or supporting graduate academic programs or student affairs initiatives. What was your role and scope of responsibility? (Open Ended Question)
• List any related systems you have used in a professional setting (e.g., Banner or other university/organization ERP system, eVA, BuyW&M, Microsoft Excel, Salesforce/TargetX, etc.). (Open Ended Question)
• This position occasionally requires evening or weekend work. Are you able to meet this expectation? (Open Ended Question)

Applicant Documents

Required Documents

• Resume/Curriculum Vitae
• Cover Letter

Optional Documents