Job Listing: Administrative Specialist - The Bob and Marion Wilson Teacher Institute

Job Postings ,

Colonial Williamsburg – The Bob and Marion Wilson Teacher Institute

Closes - Open until filled.

Position Title - Administrative Specialist

Salary - To be determined.

Job Type - Full-time

For more information and to apply - Click here

The Administrative Specialist works as a team member to support the Bob and Marion Wilson Teacher Institute (BMWTI) by providing overall administrative and clerical support. The Administrative Specialist maintains and prepares financial and statistical information for budget and donor reports, provides customer service to teachers, assists with scholarship application process, travel arrangements, reviews airline travel, rooms, and meals expenses, and purchases office supplies and educational materials.

The Administrative Specialist must work efficiently and provide excellent customer service with internal and external staff and customers to include contractors, vendors, volunteers, interns, and other Foundation staff.

Responsibilities Include:

Providing administrative, clerical, and logistical support to the Bob and Marion Wilson Teacher Institute of Colonial Williamsburg by:

  • Assisting the Director of Teacher Development, Manager of Teacher Development and Coordinators with scholarship process, scheduling, coordination, and logistical support of the Teacher Institute, on-site, off-site, and online and other departmental programs.
  • Serving as lead with coordinating onsite arrangements and travel air transportation, ground transportation, lodging, etc.) for staff, master teachers, interns, volunteers, guest speakers, and participating teachers as requested to support scheduled programming. Provides direction, training, and guidance to summer intern working with transportation team.
  • Assisting in responding to general inquiries about the Teacher Institute both in writing from the Teacher Development mailbox and by telephone in support of the registrar and staff with the highest quality of customer service.
  • Creating survey, evaluation, and statistical reports from various databases to gather program feedback and other data.
  • Serving as point of contact for department when other members are creating surveys to help facilitate consistency and follow best practices.
  • Assisting the registrar with registration software and reports.
  • Coordinating scholarship application process including building applications, testing, working with reviewers, and making regular reports to team.
  • Developing and implementing training for department and volunteers on survey and scholarship application software and processes.
  • Synthesizing survey data and making recommendations to Director and Manager of Programs.
  • Assisting Teacher Institute team in solving problems in various aspects of Teacher Institute including surveys, scholarships, and logistics.
  • Assisting with completed Master Schedule updating, to ensure no conflicts, and update the team on changes that may affect programming.
  • Ordering educational materials with guidance from the team.
  • Maintaining accurate email and address database for promoting Teacher Institute programs.
  • Maintaining accurate database of donors.
  • Preparing departmental statistics reports for department.
  • Assists in the purchasing process by obtaining bids and estimates, submitting divisional paperwork to division materials analyst, and managing internal and external contracts.
  • Assisting Manager of Educational and Promotional Materials with social media posts to promote the Teacher Institute and provide networking opportunities.
  • Maintaining accurate detailed records of financial transactions for the department.
    Assisting the registrar with office supplies and ensuring that support equipment is fully operational.
  • Submitting check requests.
  • Perform other related duties as appropriate.


  • Competencies usually gained through the educational equivalent of one to two years of college AND/OR two to three years of progressively responsible experience in administrative positions, OR any combination of education and experience that fulfills the responsibilities of the job.
  • Ability to type 50-55 words per minute with very high accuracy.
  • Excellent computer skills generally demonstrated by experience in office support software such as Microsoft Office Suite,
  • Adobe Acrobat, OneDrive/SharePoint, survey and registration software, or desktop publishing applications such as Publisher.
  • Ability to learn quickly or already has detailed knowledge of Colonial Williamsburg hotels and conference facilities, and Historic Area programs.
  • Ability to quickly acquire the skills necessary to use conference registration, application, and survey software.
  • Ability to assist in handling many different projects at the same time with multiple and changing priorities.
  • Ability to keep track of a wide range of logistical and financial details.
  • Ability to exercise initiative by identifying and addressing and solving problems in a proactive manner.
  • Ability to develop and maintain accurate and detailed reports.
  • Ability to communicate well verbally and in writing.
  • Ability to follow written and verbal instructions.
  • Ability to gather information by asking appropriate questions.
  • Ability to interact professionally with a variety of people at all levels both internally and externally of Colonial Williamsburg.
  • Ability to work independently within a set of guidelines and procedures with general supervision.
  • Ability to lift 50 pounds and work in extreme weather conditions.
  • Ability to work a flexible schedule, including occasional evenings and weekends.
  • Final candidate required to provide a valid Virginia driver’s license and current and satisfactory Division of Motor Vehicles driving record.

Preferred Qualifications:

  • Bachelor’s degree preferred.
  • Knowledge of budget and accounting processes.

Detailed knowledge of latest information technology.