Administrative Coordinator

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department: Deputy Provost and Dean of Faculty

Time Type: Full time

Job Type: Regular

FLSA Status: Non-Exempt

Work Modality: Hybrid 01 (On Campus 3-4 Days/Week)

Union: Excluded

Job Description:

Summary:

The Administrative Coordinator will provide administrative support to the Deputy Provost & Dean of Faculty. This includes calendaring; preparing for and coordinating faculty events, luncheons, or special programs; filing; monitoring the Dean of Faculty email inbox; expense reimbursement processing; overseeing program reviews; and other requested tasks from the Office of the Deputy Provost and Dean of Faculty. The Administrative Coordinator will also support the Manager, Faculty Affairs on various faculty actions throughout the year.

Position requires strong attention to detail, working independently and collaboratively, strong communication skills, and handling highly confidential information. Position may work with Dean’s offices in Academic Units and Human Resources, as well as the Provost Office. Will be required to sign a confidentiality agreement. Further, this position will serve as front desk support for the office, greeting visitors and answering phones for the Provost office.

Essential Functions:

1. Calendar Management
   This position will manage calendar event scheduling, rescheduling, and all necessary administrative tasks involved in meetings and appointments as requested by the supervisor.
2. Reception, Greeting, and Event Support
   Serve as greeter for in-person visitors and telephone calls for the Office of the Provost and for the Deputy Provost & Dean of Faculty, ensuring team members are notified of visitors for meetings and that phone calls are routed to the appropriate party. Support the Office of the Provost and the Deputy Provost & Dean of Faculty in special events or programs.
3. Faculty Actions
   Assist the Manager, Faculty Affairs in the processing of faculty actions and tracking of materials. This may include processing, reviewing, and tracking full-time faculty appointments, faculty search documents, faculty award letters, and faculty leaves.
4. Communication Support
   Draft and edit communications for review/editing by the Deputy Provost & Dean of Faculty. Monitor the Dean of Faculty general email and forward emails that require additional attention.
5. File Management
   Track files for the office, including ensuring file completion, orderly/organized filing, archiving, signature verification, and other associated tasks.
6. Expense Processing
   Receive and process experience reimbursements from the Provost Office, liaising with other offices to transmit expense requests. Track the status of reimbursements.
7. Other Duties as Assigned
   Light work may be requested by the Provost or Vice Provost for Academic Administration.

Competencies:

• Serving Customers.
• Prioritizing and Organizing.
• Acquiring and Analyzing Information.
• Displaying Creativity.
• Supporting Coworkers.

Position Type/Expected Hours of Work:

• Full-time.
• 35 hours per week.
• Hybrid 01 work modality (on campus 3 - 4 days per week).

Salary Range: $30.00 - $34.00 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.
• 1 - 3 years of relevant experience.

Preferred Education and Experience:

• Bachelor's degree.
• 3 - 5 years of relevant experience

Additional Eligibility Qualifications:

• Must have strong computer skills including MS Word, Excel, Power Point, and Outlook, or the ability to learn.
• Must be able to schedule and manage video conferencing tools such as Zoom and MS Teams, or the ability to learn.
• Excellent oral and written communication skills.
• Ability to set priorities and anticipate the changing needs of the office.
• Must have the ability to multitask, show strong initiatives and work well under pressure.
• Excellent problem solving and interpersonal skills, a professional demeanor and dress code are required.
• Must be punctual, reliable and detail oriented.
• Incumbent must be able to function independently with minimal supervision.
• Position is a 35 hour work week (9:00 am - 5:00 pm) with flexibility for overtime and occasional weekend events if needed.
• Experience serving executive level officers in an academic or non-profit setting preferred.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.