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Senior Administrative Assistant (1641)

Employer
American University
Location
District of Columbia, United States
Salary
Salary Not Specified
Date posted
Sep 1, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Administrative
Employment Type
Full Time


Summary/Objective

The Senior Administrative Assistant of the Department of Physics assists the Department Chair and faculty with all departmental administrative functions. The position monitors the department budget, prepares materials for hiring and review of all levels of faculty and part-time and student employees, supports the student recruitment and retention functions, and ensures the Department office is well maintained and functional for optimal department performance. Working with the Chair, the incumbent will prepare the teaching schedules and programming for faculty and students.

Essential Functions
  1. Budget 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 tracks expenditures to the departments’ budgets, restricted accounts, and award/scholarship funds. Create and submit purchase requisitions and invoices for payment. Create and present bi-weekly budget reports to the department chair. Assist the Chairs with financial reports for the CAS Budget Office. Serve as a liaison to the College of Arts and Sciences Budget Office and the Office of Human Resources.
  2. Faculty Affairs - Work with Faculty Coordinator in the College of Arts and Sciences on all Payment Authorizations for teaching, appointment, reappointment, and promotion files for the departments’ full-time and adjunct faculty members. Support departmental recruitment and retention activities in coordination with faculty and department chairs. Collect faculty annual reports to ensure accurate documentation of activities.
  3. Student Affairs and Events - Maintain student records and assists in connecting students and prospective students to appropriate campus resources and faculty and staff advisors. Provide logistic support to recruiting events and facilitates departmental communication efforts. Schedule, organize, and advertise academic and programmatic events.
  4. Grants and Contracts Support - Work with department principal investigators and the CAS Grants and Contracts Administration Team to accurately track and processes expenses on all externally-funded projects within the Depts. of Physics, ensuring grant funds are used appropriately and in a timely manner.
  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 tuition and fee forms for all courses in Physics. Prepare and submit new course proposals to assist in process.


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


Required Education and Experience
  • 2-4 Years' of relevant work experience required
  • H.S. Diploma


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
  • 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.


Benefits
  • 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 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

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