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Senior Administrative Assistant (1625)

American University
District of Columbia, United States
Salary Not Specified
Closing date
Aug 30, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Job Details


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.

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.

Position Type/Expected Hours of Work
  • Full time
  • Non-Exempt
  • Specialist A

Required Education and Experience
  • H.S. Diploma or equivalent education, training and experience
  • 2-4 Years of relevant work experience required

Preferred Education and Experience
  • Bachelor's Degree or equivalent education, training and experience
  • Previous experience in maintaining a budget 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. Required
  • All employment offers are contingent upon the successful completion of a background check. Required
  • Oral Communication skills: 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 feedback in an anon-defensive manner. Readily shares pertinent knowledge and information to co-workers and customers. Demonstrates effective listening skills and asks questions; offers input for positive results.
  • Skill leveraging technology as a tool to research, organize, evaluate, and communicate information; ability to use digital technologies (e.g., computers, tablets, mobile devices, etc.), communication/networking tools, and social networks appropriately to access, manage, integrate, evaluate, and create information and solve work or business problems.
  • Written Communication skills: Expressing oneself clearly and concisely, using language with precision; constructing logical arguments; accurate note-taking, editing and summarizing; and writing reports or correspondence free of spelling and grammatical errors.
  • Skill using email, word processing, spreadsheet/ data analysis and presentation development software applications such as Microsoft Outlook, Word, Excel and PowerPoint while preparing briefings, reports and presentations.
  • Knowledge and familiarity with an academic administrative environment including the organizational and governance structure of major colleges and universities.
  • Hiring offers for this position are contingent on successful completion of a background check.
  • To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive.

  • Click here to learn about American University's unique benefit options

Current American University Employees:

If you are a current full-time or part-time staff member at American University, please log intoAsuccessfulU through themyAU portal . Once in AsuccessfulU, please select the Careers tile which will take you to our internal career page.

Contact Us:

For more information or assistance with the American University careers site, email .

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.

Nearest Major Market: Washington DC

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