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:
Washington College of Law
Time Type:
Full time
Job Type:
Regular
FLSA Status:
Non-Exempt
Work Modality:
Hybrid 01 (On Campus 3-4 Days/Week)
Union:
SEIU Local 500 - Provost & Enrollment Division
This position is part of a collective bargaining unit represented
by SEIU Local 500 - Provost & Enrollment Division. That means
the terms and conditions of your employment are governed by
university policy (including the Staff Personnel Policies Manual)
and any collective bargaining agreement entered into between
American University and SEIU Local 500 - Provost & Enrollment
Division.
Job Description:
Summary:
This position organizes the administration of the Externship
Program which services approximately 300 students annually and
numerous agencies and organizations in the Washington, DC area.
Under supervision of the Externship Program Director, the incumbent
develops and manages administrative systems, interacts with
students, adjunct faculty, and outside attorneys, and facilitates
the institutional and community work of the Director. The incumbent
also oversees publications, web pages and databases relating to the
program, and has the responsibility for planning and organizing
public events. The position requires thorough knowledge of program
policies and procedures and excellent organizational, writing and
communication skills.
Essential Functions:
1.) Office/Database Management
The incumbent is responsible for management of all administrative aspects of the office including the design and maintenance of several complex data systems. These systems include an “Experiential Learning Module” in Symplicity (an online module that encompasses contacts for potential/existing externship field placement employers, an approval/registration system which is required of all students enrolled in field placements and a student/employer evaluation and timekeeping system. The incumbent…
also manages the Program’s extensive “Externship Database of Employers” consisting of thousands of contacts and requiring coordination with WCL’s Office of Career and Professional Development (OCPD). Position also monitors the Externship Program website, ensuring timely updates. Incumbent organizes and maintains various library materials and student records as well as the Program’s digital and hard copy files.
2.) Externship Registration Administration
- The incumbent reviews all field placement requests from WCL
students for approval by the Externship Program, flags any concerns
for the Director, and approves placements/students who meet program
requirements. This process requires extensive communication with
both students and employers. S/he/they also coordinate with the
Office of the Registrar to monitor student enrollment and
waitlists. This process must be repeated every academic
semester.
3.) Assistant to the Director
- The incumbent provides administrative support to the Director
of program and manages the day-to-day operations of the office
(ordering supplies, etc.). Acts on the Director’s behalf and in
Director’s absence to ensure the continuous smooth operation of the
program. Supervises work of student assistants. Tracks and records
financial expenditures. Provides administrative support for
Director’s teaching responsibilities.
4.) Special Projects and Event Planning
- Plans, coordinates and provides administrative support for
conferences, meetings and several major annual events sponsored by
the Program. Organizes Spring Externship Fair for over 500
participants, which includes sending invitations, coordinating
response, overseeing facilities and catering, preparing space.
Organizes 1L Externship Orientations (2 events, approximately 160
students at each event) and prepares materials for students
explaining externship Requirements - Working with the Director, the
incumbent is responsible for producing internal and external
materials, brochures, etc. that promote and support the Externship
Program. The incumbent also participates in the conception and
execution of new projects designed to promote the program within
the local legal community.
5.) Employer and Faculty Support
- Incumbent is the first point of contact for student and
employer inquiries about Program policies and procedures. Provides
employers and potential field supervisors with information and
assistance in recruiting student externs. Serves as liaison to
adjunct faculty providing all assistance as needed, including the
creation of Canvas templates for all externship faculty each
semester and provides training to faculty on the use of
Canvas.
Supervisory Responsibility:
- This position supervises Program “Deans Fellows/Research
Assistants”.
Competencies:
- Championing Customer Needs.
- Prioritizing and Organizing.
- Supporting Coworkers.
- Acquiring and Analyzing Information.
Salary Range:
- $32.00 - $32.50 per hour.
Required Education and Experience:
- Bachelor's degree or equivalent.
- 2 - 4 years of relevant experience.
Preferred Education and Experience:
- Bachelor's degree.
- 3 - 5 years of relevant experience.
Position Type/Expected Hours of Work:
- Full-time.
- 35 hours per week.
Additional Eligibility Qualifications:
- College degree or the equivalent in work experience required
and at least two years of related office management
experience.
- Incumbent must be able to work with diverse constituencies and
to handle multiple tasks simultaneously.
- Strong interpersonal, communication, planning, and
organizational skills are a must.
- Knowledge of common office computer applications and web- based
applications required.
- Some background in law and/or Higher Education preferred.
- Knowledge of Word, Outlook, and Excel required.
- Knowledge of Symplicity 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 .
Other Details
- Hiring offers for this position are contingent on successful
completion of a background check.
- Employees in staff positions at American University must
deliver their services to the university from either the District
of Columbia, Maryland, or Virginia, or perform work on-site at the
university.
- Please note this job announcement 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.
- American University is an
E-Verify employer.
Current American University Employees
American University current employees must apply through their
employee Workday account. If you are a current employee at American
University, please log into Workday and select the Find Jobs report
which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University
careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action
institution that operates in compliance with applicable laws and
regulations. The university does not discriminate on the basis of
race, color, national origin, religion, sex (including pregnancy),
age, sexual orientation, disability, marital status, personal
appearance, gender identity and expression, family
responsibilities, political affiliation, source of income, veteran
status, an individual’s genetic information or any other bases
under federal or local laws (collectively "Protected Bases") in its
programs and activities.
