The College Of William Mary

The College Of William Mary

Staffing Administrative Coordinator

United States

Closing soon

Position Information

Position Information

Present Position Number 00595V

Role Code Title Admin & Office Specialist III Position Title Staffing Administrative Coordinator Unit Mission Statement

The Dean and Director's office provides leadership to VIMS/SMS in the pursuit of excellence in the academic, research and advisory missions of the Institute. In support of these missions, the goal of the office is to provide an open, respectful and welcoming environment and timely responses to the administrative needs of internal and external customers.

Position Summary

The Virginia Institute of Marine Science (VIMS) is among the largest marine research and education centers in the United States. Located along the glistening beaches of Gloucester, Virginia, VIMS provides research, education, and advisory services to government, citizens, students, and industry in coastal oceans and estuary science. VIMS is transforming data into policies, students into leaders, and theories into tangible change for solutions to global problems and to restore marine life.

In addition to the core competencies and experience, the ideal candidate for the Staffing Coordinator role will possess effective interpersonal, communication and follow-through skills, with the demonstrated ability to work effectively with a diverse community.

Under the direction of the Assistant Director, VIMS Administration and in coordination with the VIMS Sr. HR Consultant, the Staff Coordinator will provide administrative support in the facilitation of systems and processes required for faculty and staff personnel actions. Core responsibilities are performed with limited supervision and will focus on the administrative support needed for all hiring, payroll, and personnel actions that are submitted to University HR and payroll offices.

The Staff Coordinator will ensure structured and streamlined processes are in place, and will triage requests for employee actions to meet deadlines and business needs. The Staff Coordinator will ensure compliance, accuracy, and operational excellence.

Duties include but are not limited to:

  • Preparing and tracking transactions for processing through the appropriate channels.
  • Acting as a liaison with faculty and staff for submission of recruiting requests, updating candidate status in the applicant tracking system, responding to requests from the HR office, providing administrative support during the search and selection process, submitting hiring information to the appropriate office.
  • Assisting with new employee on-boarding actions such as processing I-9s for all new hires.
  • Providing assistance and instruction on time sheet submission and time approver/supervisor change actions.
  • Submitting, tracking, and maintaining records
  • Maintaining up-to-date organizational charts for all VIMS units.
  • Initiating employee separation actions to process employees exiting the organization.
  • Creating forms, documents, manuals, etc.
  • Required Qualifications

  • High School diploma or equivalent required.
  • Experience providing administrative support in a professional setting,
  • Excellent oral and written communication skills.
  • Proficient in Word and Excel and the use of online, automated programs and databases to manage the flow of information.
  • Strong interpersonal, organizational, and critical thinking skills.
  • Demonstrated ability to work independently and perform basic problem solving.
  • Detail oriented with the ability to manage multiple priorities in a fast- paced environment.
  • Experience maintaining confidential employee information.
  • Preferred Qualifications

  • Experience in Human Resources administration
  • Experience in higher education
  • Experience with PeopleAdmin or other applicant tracking software
  • Experience with Banner 9 or other HRIS systems
  • Experience establishing workflow processes and standards operating procedures (SOPs)
  • Advertised Pay Range $38,000 - $45,000 Department 111100 Office of the Dean and Director Location VIMS - Gloucester Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time) 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.

    Job Open Date 05/09/2023 Review Begin Date 05/24/2023 Job Close Date Open Until Filled Yes Employment Category Full Time Operational FLSA Non-Exempt Position Term 12 Month - Continuing Special Application Instructions

    Conditions of Employment

  • This is a non-exempt position, eligible to receive over-time in accordance with the Fair Labor Standards Act (FLSA) and university policy. This position is subject to over-time as required to meet the operational needs, upon preapproval from supervisor
  • This position requires strict adherence to confidentiality.
  • This is a restricted position, subject to the continuation of funding.
  • 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.

    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.

    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.

    Supplemental Question

    Required fields are indicated with an asterisk ().

    Applicant Documents

    Required Documents

  • Resume/Curriculum Vitae
  • Cover Letter
  • Optional Documents

  • Other Doc
  • Job details


    Staffing Administrative Coordinator


    The College Of William Mary


    United States


    May 24, 2023

    Application deadline

    June 11, 2023

    Job type



    Agricultural Science,Geosciences

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