Academic Administration Coordinator (7521)

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Summary/Objective

The Administrative Coordinator provides administrative support to the Office of the Vice Provost for Academic Administration. This includes, but is not limited to, maintaining calendar for the VPAA, making travel arrangements, coordinating meetings, and preparing meeting agendas and materials. The coordinator provides project management and administrative support to Office of the VPAA. The Administrative Coordinator also interacts closely and supports projects led by the Senior Director of Finance and Administration or Senior Director of Contracts and Administration within the Office of the Provost. The incumbent may be asked to take minutes at meetings, and must have exceptional attention to detail and be proactive to support timely and efficient activities with the office.

Essential Functions

1. General Administrative Support: The Coordinator provides administrative support to the VPAA. This includes managing all calendaring activities with an exceptional level of organization and detail, liaising with other offices on scheduling, making travel arrangements, and managing multiple competing appointment requests. This position coordinates logistics for meetings including managing the attendee invites and responses, preparing materials and agendas and, if necessary, takes minutes. The Coordinator serves in a true administrative assistant capacity, helping to manage the VPAA’s time when scheduling appointments, fielding calls, and using sound judgment to prioritize requests.
2. Special Projects: The Coordinator works closely with the VPAA on planning activities that assist the office to achieve project goals. The Coordinator provides project management support. This includes developing, managing, formatting and updating documents. This also includes coordinating presentations or project meetings with input from multiple stakeholders, proofreading/editing documents, and creating or updating meeting handouts and materials. The incumbent works closely with the Senior Directors or University Registrar on various projects during the year including handling of purchase requisitions, and following up on the status of vendor payments.
3. Events: The Coordinator serves as a liaison between the University community and the Office of the VPAA or Office of the Provost in supporting the preparation and coordination of events. The Coordinator assists with logistics and provides on-site support for major University events as needed.
4. Backup Support:The Coordinator may be asked to serve as backup to the Provost’s and DOF administrative support when they are unavailable. This may include providing front desk coverage for the Office of the Provost in a backup capacity.
5. Other duties as assigned.

Supervisory Responsibility

• This position is part of the support team of staff within the office of the Provost.
• The incumbent reports directly to the Vice Provost for Academic Administration, along with the Senior Director of Finance and Administration, the Senior Director for Contracts and Administration, Senior Director of AU Central, and the University Registrar.
• The incumbent interacts with all levels of staff in all units across the campus.

Work Environment

• This position works independently with minimal supervision.

Position Type/Expected Hours of Work

• Full Time.
• 3.1 Coordinator/Analyst B.
• Non-Exempt.

Required Education and Experience

• Bachelor's degree or equivalent.
• 2-4 years of relevant experience.
• At least 3 years of professional experience in higher education administration, or organizational administration.

Preferred Education and Experience

• Experience working with both routine and complex administrative issues. Excellent writing and communications skills are required.
• Highly developed interpersonal skills, the ability to deal properly with confidential material, and the ability to represent the Vice Provost within a variety of activities is necessary.
• Sensitivity to and appreciation of cultural diversity is required.
• Must have advanced skills using Zoom, MS Teams, and Microsoft Office Suite.

Others

• 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 .
• 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

If you are a current employee 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 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