Administrative Coordinator (Theatre & Performance)

About this role

Job Requisition: JR101937 Administrative Coordinator (Theatre & Performance) (Open) Job Posting Title: Administrative Coordinator (Theatre & Performance) Department: CC00088 WM001 | CAS | Theatre & Performance Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Phi Beta Kappa Hall Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: William & Mary’s Department of Theatre and Performance invites qualified applicants for the position of Administrative Coordinator. Under the supervision of the Administrative and Fiscal Coordinator, this position provides a broad range of administrative and programmatic support for the department. The successful candidate will demonstrate strong attention to detail and an ability to balance competing priorities.

Primary responsibilities include: • Providing administrative support for the department chair, faculty, and office to include receiving and distributing packages, assisting with department communication and technological support, and faculty personnel services. • Serving as first point of contact for office visitors, students and faculty in person and by telephone. • Coordinating travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates, and artists. • Liaising with multiple units on campus such as Accounts Payable, Dean of Arts & Sciences Office, Procurement, and Student Financial Aid to facilitate processing of transactions and procurement of equipment and services. • Facilitating the hiring process for student employees. • Assisting with course scheduling and registration processes. • Facilitating faculty recruitment and hiring processes while ensuring compliance with all applicable policies and procedures. • Providing records management for student files and department records in compliance with retention guidelines. Job Description: Required Qualifications: • High school graduate or equivalent.

• Working knowledge of general office practices and procedures.

• Proficient in computer skills including internet browsers and Microsoft Office: Word, Excel, PowerPoint, and Outlook.

• Familiarity with procurement & purchasing policies and procedures.

• Ability to learn and work effectively with automated and productivity systems in the areas of procurement and travel.

• Demonstrated ability to interpret and apply organizational policies, procedures in accordance with state and federal guidelines.

• Demonstrated experience in customer service with ability to communicate effectively, both verbally and in writing with a diverse population of faculty, staff, and students.

Preferred Qualifications: • Bachelor’s degree or an equivalent combination of education, experience, and training.

• Familiarity with personnel processes for instructional faculty (i.e., promotion, tenure review, merit, etc.).

• Knowledge of general employment/hiring practices and procedures.

• Working knowledge of Commonwealth of VA State and university policies and procedures.

• Experience working in a higher education office environment.

• Experience coordinating travel arrangements.

• Experience with productivity systems and applications such as Banner, Workday, Qlik, BuyW&M, and Chrome River.

Conditions of Employment: • Occasional evening and weekend work required, i.e., during open house, commencement, home coming, lectures, special events, etc.

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.  

• This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Compensation: $45,000 For full consideration, apply by the priority review date of August 4, 2026

Job Duties: 40% - General Administration and Support: • Inventory, order, and maintain supply of office equipment in compliance with state procedures.

• Receive mail and distribute; maintain unit and individual mailboxes.

• Receive a high volume of packages, validate contents on packing slips, distribute packages and email packing slips to relevant staff.

• Maintain group calendars and provide administrative support to Chair and faculty for coordination of meetings, lectures, guests, special events, and academic programs/initiatives.

• Assist with planning and execution of special events, including unit-specific graduation and homecoming activities; coordinate catering, logistics, and agenda; prepare and distribute materials as requested.

• Assist in drafting correspondence or e-mail to send on behalf of the department or as a draft for the Chair.

• Accurately record minutes for bi-monthly department meetings.

• Prepare gift acknowledgement letters for Chair’s signature.

• Liaise with other departments on campus (i.e., IT, facilities management, etc.) to schedule services, rooms, troubleshoot problems, place work orders etc.

• Coordinate travel arrangements for faculty, students, field trips, guest lecturers, faculty candidates and artists.

• Serve as department point of contact by attending to office visitors, students, parents, and faculty to answer or refer inquiries via phone, email, or in-person; as appropriate.

• Resolve routine problems quickly and professionally, referring more complex matters to supervisor or the Chair.

• Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests, as needed.

• Verify federal I-9 employment eligibility using the on-line verification system.

20% - Communications & Technological Support: • Develop and disseminate notifications and other promotional materials including research, scholarship, education, and learning opportunities to unit/division, other campus groups, and the wider community, as appropriate.

• Make routine website updates to faculty lists, biography updates, and office hours.

• Coordinate with the Office of the Arts Publicity Manager and Box Office Man

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