Required

Qualifications

College graduate or an equivalent combination of education, experience, and training. Microsoft Office, including Outlook, Word, Excel, and PowerPoint; Adobe; and Windows. Professional experience in an office setting. Demonstrated excellence in organizational, administrative, project-management, and customer service skills. Demonstrated ability to learn new software and software applications quickly Demonstrated ability to handle and prioritize multiple projects simultaneously in a fast-paced environment and to meet short deadlines, completing projects with attention to detail and accuracy.

Preferred Qualifications

Formal computer and office services training. Prior experience working in higher education administration, especially in a career services office. Prior experience with data management software (especially career services software such as Symplicity). Prior experience using software programs such as Google Forms or Qualtrics to create and monitor event registration and check-in forms. Prior professional experience in a fast-paced, extremely busy office. Prior experience using graphic design platforms including, but not limited to, Canva. Prior experience using social media platforms including, but not limited to, Instagram. Prior experience with university systems such as WorkDay, Banner, Box, buyW&M, America to Go, Cascade, and Qualtrics. Prior experience managing complex calendars and handling event coordination. Prior experience handling confidential matters with diverse constituencies. Conditions of Employment: Occasional travel, overtime, and weekend work may be required. 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. This position is not eligible for remote work. Typical office hours are Monday-Friday, 8-5. Job

Duties

40% - Performs Office Manager Tasks for the Office of Career Services: Acts as the receptionist and handles office and administrative duties. Staffs the OCS front desk and serves as first point-of-contact for office by courteously greeting visitors, answering telephones, responding to questions, solving problems, or referring calls to other office members. Managing communications directed to OCS, including by monitoring and managing several OCS-related email accounts and the central phone line. Provides support to all Career Services deans and the Recruiting Program Administrator. Assists deans with management of student/alumni appointment calendar. Handles all student and alumni questions concerning their Symplicity accounts, document problems, and job posting inquiries. Assists with the production of OCS weekly e-newsletters. Handles student, alumni and non-William & Mary student and alumni reciprocity requests by determining eligibility for and compliance with policies and procedures. Accurately and timely prepares correspondence, spreadsheets, resource materials, and reports. Helps compile statistics and employment-related data. Manages career resource library, including organizing materials and checking out/in materials using Alma software. Works with Information Technology department and equipment vendors to troubleshoot all computer and office equipment issues. Orders supplies and works with vendors to troubleshoot problems. Manages inventory and office supply orders. Prepares paperwork for reimbursement and payment of bills. Handles pickup and delivery of office mail on daily basis. Updates internal training manual, resources, and “how to” guides to reflect changes in W&M systems and processes. Trains student assistants to perform Career Services Coordinator duties in the Coordinator’s absence. 20% - Helps Plan and Manage OCS Events and Programs: Handles all logistical arrangements and administrative functions for student and alumni programs, receptions, luncheons, study breaks, and events sponsored by OCS.

Responsibilities

include making all room/facilities reservations and catering arrangements; ordering program supplies; tracking speaker confirmations and RSVPs; preparing nametags and nameplates; creating signs and advertisements; preparing, copying and distributing handouts and attendance sheets; welcoming guests and speakers; issuing parking passes; tracking student RSVPs and attendance; overseeing on-site event set-up, execution, and break-down; and communicating changes and updates to other members of OCS. 20% - Manages Student and Alumni Job Postings and Updates to Employer Database: Accurately and timely assists with employer hiring requests by managing student and alumni job postings, including resolving problems and making independent decisions about employer contacts, employer type, position type, professional status, and application procedures and deadlines. Contacts employers to obtain additional information or clarification of information for job postings on an as needed basis. Manage student assistants and trains them to input student and alumni job postings and make updates to employer database. Posts all jobs for the three and half months of the year when student assistants are not typically available to work in the office, early-January, May, August, and December. 10% - Assists Recruiting Program Administrator as needed with on-campus interviews (OCI), virtual interviews, resume forwards (RF), and off-campus interview programs: Accurately and timely compile student application materials and manage transmission of student materials to employers; Prepare accurate records of materials submitted by students and transmitted to employers; Accurately and timely prepare employer information for distribution of marketing materials; Courteously greet employer representatives and assist them on-site for OCI, virtual interviews, and off-campus interview programs; Invoice, collect, and account for employer fees; Assist with the logistics of on- and off-campus interview programs and perform as Recruiting Program Administrator backup as necessary. 5% - Manages and Helps Accurately and Timely Update and Maintain the OCS Website, Symplicity, TWEN, and Instagram Pages: Works with Information Technology and Creative Services departments to troubleshoot website and TWEN issues. Learns and implements new Web, Cascade, Symplicity, Flo Recruit, TWEN, and Blackboard technology to improve and enhance OCS presence across these media. 5% - Other

Duties

as Assigned Posting Range: Up to $46,000 commensurate with experience. Additional Job Description: Please submit resume and cover letter with application. Job Profile: JP0205 - Administrative & Office Specialist III - Nonexempt - Salary - S05

Qualifications

Compensation Grade: S05 Recruiting Start Date: 2026-05-06 Review Date: 2026-05-29 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.