Senior Administrative Assistant (14337)

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Summary/Objective

The Senior Administrative Assistant’s primary function is to provide administrative and programmatic support primarily to SPA’s Associate Dean for Undergraduate Education and secondarily to SPA’s Senior Associate Dean. The incumbent will handle confidential information and materials with discretion. The administrative work includes a wide range of duties that include maintaining calendars, creating new databases and processes, preparing drafts and editing documents. S/he coordinates the collection, compilation and submission of data to the dean for tracking special initiatives, curriculum proposals and new enterprises. The incumbent works with the deans on the coordination of Academic Integrity Code cases, academic scheduling, course catalog changes, and curriculum updates.

The Senior Administrative Assistant aids dean’s office staff during peak periods and at unit-wide programs and events. This position requires self-direction, careful attention to detail and minimal supervision.

The position will work with SPA faculty and staff, as well as other administrative units across the university

Essential Functions

1. Students & Academics:Oversees the curriculum proposal process, working closely with SPA’s Education Policy Committee and the Office of the Registrar, and tracks changes to the SPA course catalog throughout the year. S/he assists the Associate Dean in the academic awards nomination process and the undergraduate donor-funded scholarship application processing, tracking submissions and final decisions.
2. Administrative Support:Supports the Senior Associate Dean for Academic Affairs and the Associate Dean for Undergraduate Education in their administrative roles on behalf of the School. Duties include maintaining calendars, scheduling appointments, preparing reimbursement paperwork, assisting in the completion of administrative forms, cataloging important forms, creating new databases and processes, preparing drafts and editing documents with limited supervision.
3. Academic Integrity Code Process:Serves as the coordinator of Academic Integrity Code (AIC) cases for the SPA AIC Officer. This involves helping to gather evidence for AIC cases (including researching and comparing possible plagiarized documents), drafting and sending letters and memos to students charged as well as the relevant faculty members, chairs and program directors; preparing folders for the students and AIC Officer, coordinating any AIC faculty – student panels and keeping records of AIC case resolutions.
4. Academic Scheduling of Classes:Works with the Associate Dean, Sr. Associate Dean, and SPA department staff assistants on academic schedule development to make sure all SPA courses are scheduled according to guidelines set forth by the Office of the Registrar. Assists other SPA schedulers when needed.
5. Other Duties:Assists dean’s office staff during peak periods and at unit-wide programs and events. Provides back up to the dean’s office reception desk and the special assistant to the dean as needed. Occasional other duties as assigned.

Position Type/Expected Hours of Work

• Associate A.
• Non-Exempt.

Required Education and Experience

• High school diploma or equivalent.
• 1-3 years of relevant experience.
• A minimum of two years of administrative support experience .

Preferred Education and Experience

• 1-3 years of relevant experience.
• Administrative work experience in higher education is preferred.
• Experience using Sharepoint, Lotus Notes, Ellucian Colleague, Canva, and Outlook is desired.

Additional Eligibility Qualifications

• Demonstrated computer proficiency, including expertise in Microsoft Word, Excel, and PowerPoint.
• Excellent time management and prioritization skills and the ability to work independently.
• Excellent communication and interpersonal skills.
• Must be detail and results oriented.
• Ability to work on multiple tasks with limited supervision.
• Problem-solving skills, and the ability to exercise sound judgment.
• High level of discretion and the ability to handle highly confidential and sensitive information.
• Ability to work in a fast-paced, deadline driven environment and handle multiple tasks with limited supervision.

Others

• Hiring offers contingent upon 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.
• 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 .

Current American University Employees

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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.

Nearest Major Market: Washington DC