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Senior Administrative Assistant

Employer
American University
Location
Washington, District of Columbia, United States
Salary
Salary Not Specified
Date posted
Apr 11, 2024


American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

College of Arts & Sciences

Time Type:

Full time

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Administrative Coordinator for the Department of Mathematics and Statistics assists the Department Chair and faculty for Mathematics and Statistics in all departmental administrative functions. The position monitors the departments’ budgets, prepares materials for hiring and review of all levels of faculty and part-time and student employees, supports the student recruitment and retention functions of both programs, organizes and maintains the department records (both paper and electronic), and ensures the Departments’ office is well maintained and functional for optimal department performance. Working with the Chair and Rank and Tenure Committee, the incumbent will help prepare the information needed for faculty actions and programming for faculty and students.

Essential Functions:
  • 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.

  • 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. Work with CAS Budget to accurately track and processes expenses associated with research expenses and/or pedagogical research (e.g., travel, books, hardware and software). Collect faculty annual reports to ensure accurate documentation of activities.

  • Student Affairs - 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. Assist in the scheduling, organizing, and advertising of academic and programmatic events.

  • 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 Dept. of Mathematics and Statistics, ensuring grant funds are used appropriately and in a timely manner.

  • 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 Mathematics and Statistics. Prepare and submit new course proposals to assist in process.

  • Other duties as assigned.

Supervisory Responsibility:
  • This position reports directly to the chair of the Department of Mathematics and Statistics.

  • Reporting directly to this position are all part-time and student employees.

  • Oversees general financial and administrative functioning of all departmental programs.

  • Assists faculty with facilities improvement, budgeting, and other programming.

Position Type/Expected Hours of Work:
  • Full-Time.

Required Education and Experience:
  • High School Diploma or equivalent required.

  • Minimum of two years of relevant work experience required.

  • 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.

  • Working proficiency of Microsoft Office Suite required.

  • Excellent written and oral communication skills.

Preferred Education and Experience:
  • Bachelor’s degree preferred.

  • Previous experience in maintaining a budget preferred.

  • Knowledge of university and departmental policies preferred.

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.

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