Senior Administrative Assistant

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College of Arts & Sciences

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-ExemptHybrid 01 (On Campus 3-4 Days/Week)

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.

Summary:

The Senior Administrative Assistant will provide administrative support to the Department of Chemistry in the College of Arts and Sciences. This position will manage the teaching schedule for the department, ensuring that room allotments are held maintained and faculty loads are correct. Assist the Chair in the preparation of all faculty payroll authorizations and files for action. Support the recruitment of all faculty positions. Assist with the social media and alumni connections for the department. Serve as initial point of contact for general administration for the department of Chemistry.

Essential Functions:

1.) Budget and Procurement Management

• Facilitates the procurement of all supplies required by the department and the timely payment for any outside vendors.

• Ensures that all department faculty and staff abide by stated university and College guidelines pertaining to procurement and reimbursement.

• Provides reports and analysis as requested by the Chair to ensure that the department stays within budgetary guidelines for each fiscal year.

• Maintains carefully organized and accurate budget/purchasing for the department and ensures that all faculty and staff reimbursements are processed and filed accurately.

2.) Personnel Management

• Coordinates personnel actions and payments for adjunct faculty, students, and hourly staff.

• Maintain database of all full-time and part-time (adjunct) faculty. Processes all faculty files for action and reappointment.

• Assist with faculty searches by maintaining search files and performance any administrative tasks required by the search committee including submitting affirmative action reports, posting ads to various newsletters and publications as noted in the approved affirmative action plan.

• Processes paperwork for faculty visas in consultation with the Chair.

• Ensures that all faculty and staff follow the stated guidelines of the university and the College for all faculty and staff affairs.

3.) Office Management

• Ensure smooth and efficient operation of main office. Submits maintenance requests in a timely manner, issues and requests keys for department faculty and staff.

• Maintains a database for all keys within the department according to AU policy.

• Ensures that departmental filing system is organized. Respond to faculty, staff, and student inquiries/requests in a timely manner.

4.) Student Affairs Assistance

• Assist with undergraduate and graduate student affairs. Assists students in resolving academic issues and contacting the appropriate office or individual.

• Ensures that student academic information requested by the Office of the Registrar (such as degree clearances) is provided in a timely manner.

• Efficiently processes graduate admissions applications.

• Assists faculty and students with the graduate financial aid awards process, and maintains a record of awards.

5.) Student and Alumni Connections

• Assist with the Retention and Recruiting Committee and Chair within the department to maintain a social media presence and database of alumni from the department.

6.) Other Duties

• Carry out special assignments for the department Chair as needed.  

Supervisory Responsibility:

• Prepare hiring, payroll, and termination actions for departmental part-time staff and students.

• Supervise student workers in the office when necessary.

Competencies:

• Prioritizing and Organizing.

• Serving Customers.

• Supporting Coworkers.

• Making Accurate Judgments and Decisions.

Position Type/Expected Hours of Work:

• Full-Time.

• 35 hours per week.

Salary Range:

• $24.04 - $26.00 per hour.

Required Education and Experience:

• High school diploma or equivalent.

• 1-3 years of relevant experience in an office environment.

• Organizing and expressing thoughts and information orally in a clear, concise manner, meeting the requirements of the audience.

• Engages in active listening while seeking and accepting constructive feedback. Readily shares pertinent knowledge and information to co-workers and customers.  

• Demonstrated proficiency in Microsoft Office Word, Excel, and PowerPoint and ability to use social networks appropriately to access, manage, integrate, evaluate, and create information and solve work or business problems.

Preferred Education and Experience:

• Bachelor's degree.

• 2-4 years of relevant experience.

• Experience managing complex projects, ability to deal with multiple demands and deadlines. 

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 including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. 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.