"Senior Administrative Assistant"

Job Details

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: College of Arts & Sciences

Time Type: Full time

Job Type: Regular

FLSA Status: Non-Exempt

Work Modality: Full On Campus Presence

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:

The Senior Administrative Assistant of the Department of Philosophy and Religion assists the Department Chair and faculty in all departmental administrative functions. The position monitors the department’s budgets, prepares materials for hiring and review of all levels of faculty and student employees, oversees event logistics, supports student recruitment and retention, maintains the departmental website, and ensures the Department’s office is well maintained and functional for optimal department performance. This position reports directly to the chair of the Department of Philosophy and Religion. Reporting to this position are 1-2 part-time student employees. This position oversees the financial and administrative functioning of all departmental programs, and assists faculty and students with inquiries and concerns related to academic and departmental procedures. This position requires the ability to work independently with little direct supervision, to set priorities, and to make appropriate administrative decisions.

Essential Functions:

1. Budget, Grants, and Personnel Support
   • Process all student and part-time employment paperwork and professional services agreements, ensuring proper procedures are followed. Process and submit all disbursement requests and travel expense reimbursements in a timely manner. Authorize and track expenditures to the department’s budgets, restricted accounts, and award/scholarship funds. Create and submit purchase requisitions and invoices for payment. Create and present monthly budget reports to the department chair. Assist the Chair with financial reports for the CAS Budget Office. Work with department principal investigators and the CAS Grants and Contracts Administration Team to accurately track and process expenses on all externally-funded projects within the Department of Philosophy and Religion, ensuring grant funds are used appropriately and in a timely manner. Serve as a liaison to the College of Arts and Sciences Budget Office, the CAS Grants and Contracts Team, and the Office of Human Resources.
2. Student Affairs
   • Maintain student records and undergraduate and graduate handbooks, and assist in connecting students and prospective students to appropriate campus resources and faculty and staff advisors. Provide logistic support to departmental student recruitment and retention activities in coordination with faculty and department chairs. Schedule, organize, and advertise academic and programmatic events.
3. Faculty Affairs
   • Work with the Faculty Coordinator in the College of Arts and Sciences on all Payment Authorizations for teaching, appointment, reappointment, and promotion files for the department’s full-time and adjunct faculty members. Collect faculty annual reports to ensure accurate documentation of activities.
4. Event Logistical Support
   • Work with faculty and students to plan departmental events, schedule venues, create and distribute appropriate advertising materials, pay vendors and guest speakers, and facilitate the successful execution of event logistics on the day of the event.
5. Course Scheduling
   • Prepare and handle paperwork involved in course scheduling to ensure proper procedures are followed. Resolve conflicts to ensure quick resolutions. Proofread and submit catalog and schedule of classes copy in order to minimize errors. Prepare and submit new course proposals to assist the chair and faculty with the process.
6. Other Duties as Assigned

Supervisory Responsibility: Supervises students.

Competencies: Prioritizing and Organizing. Acquiring and Analyzing Information. Supporting Coworkers. Making Accurate Judgments and Decisions. Championing Customer Needs. Building a Customer Focused Organization.

Position Type/Expected Hours of Work: Full-time. 35 hours per week. Monday through Friday, 9:00am - 5:00 pm. Full on campus presence.

Salary Range: $24.04 - $25.00 per hour.

Required Education and Experience: High school diploma or equivalent. 1 - 3 years of relevant experience. Working proficiency of Microsoft Office Suite required.

Preferred Education and Experience: Bachelor's degree or equivalent. 2 - 4 years of relevant experience. Previous experience in maintaining a budget preferred. Some knowledge of Workday is preferred. Knowledge of university and departmental policies preferred.

Additional Eligibility Qualifications: Must be able to manage a departmental office responsibly, compile and maintain documents with a high degree of accuracy and possess the ability to handle many tasks simultaneously. Excellent written and oral communication skills. Hiring offers are contingent upon the successful completion of a background check.

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.

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