Skip to main content

This job has expired

Administrative Assistant, Graduate Services (11851)

Employer
American University
Location
District of Columbia, United States
Salary
Salary Not Specified
Date posted
Sep 21, 2021


Summary/Objective

The Administrative Assistant supports the Recruitment Coordinator, Graduate Program Specialist, Sr. Graduate Academic Adviser, Director of Enrollment and Analytics and the Assistant Dean for Graduate Academic Services in the School of Communication Graduate Academic Services Office with administrative duties pertaining to recruitment, admissions, conversion, matriculation and retention of graduate students. Responsible for providing frontline coverage of the graduate reception area during core hours. Assists with prospective and current student outreach activities and reporting on outcomes of those activities, including but not limited to, event planning, recruiting fairs, and prospective student tours, etc. Responsible for providing administrative support in the office including but not limited to, assisting with maintaining graduate application and student files and corresponding with prospective and enrolled students, entering admissions events in a database, maintaining marketing materials, and serving as back up for graphic design support.Assists the Recruitment Coordinator with PhD admissions related tasks, including scheduling finalist interviews.

Essential Functions
  1. Internal and External Stakeholder Engagement - Assists in executing SOC’s strategic recruitment and retention plan, including timely and customer-centered interactions with prospective, admitted and current students via email, phone, in-person and web. Answers calls and monitors central email account for inquiries and requests from constituents and responds within 24-48 hours. Disseminates inquiries and requests to appropriate staff or faculty when needed. Keeps track of merit award letters, graduate student pay checks, mid-semester and final graduate assistantship evaluations. Updates merit award acceptances and declines in the database. Schedules interviews with PhD candidates.
  2. Admissions and Advising Team Support - Maintains recruitment collateral inventory in the office and for admissions-related events. Enters admissions events in the database (webinars, campus tours, observe a class). Assists with making travel arrangements for graduate fairs and conferences. Confirms and books recruitment-related events. Helps applicants navigate and troubleshoot application. Updates applicants on application status. Supports development and execution of semi-annual Open Houses, Admitted Student’s Day and New Student Orientation. Conducts basic internet research to support marketing, admissions and advising needs. Supports graduate program marketing and recruitment by pulling regular reports and serving as back up with basic graphic design needs in Adobe and Creative Suite
  3. Budget Support - Processes and reconciles p-card transactions and receipts.
  4. Administrative Duties - Provides administrative support, including but not limited to ordering and restocking office supplies, booking meetings in 25 Live and regularly updating the Administrative Assistant handbook.
  5. Other Duties as Assigned - Other special duties and service on university committees as directed by supervisor in support of the School’s strategic goals


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


Required Education and Experience
  • High school diploma or equivalent
  • 1-3 years of relevant experience


Preferred Education and Experience
  • Bachelor's degree in communications, marketing, or related field
  • Familiarity with graduate admissions and customer relationship management systems; Ellucian CRM Recruit a plus.
  • Experience handling sensitive information and maintaining confidentiality.
  • Familiarity with social media tools and design skills is a plus, including Adobe and Creative Suite.


Additional Eligibility Qualifications
  • A minimum of two years of relevant full-time administrative work experience in an office environment or other relevant experience in a high traffic, customer contact position within a complex organization.
  • Must be able to work effectively and positively with others and demonstrate a commitment to inclusive excellence.
  • Excellent presentation and interpersonal communication skills required to foster a positive and productive working relationship with prospects, current students, faculty and staff.
  • Attention to detail, strong organization, time management skills and proven ability to meet tight deadlines is required.
  • Impeccable professional decorum
  • Proficiency in MS Office software applications (Excel, Word, PowerPoint, Outlook) and web-based research; comfort level with social media and digital technology; willingness to learn new computer programs.
  • To perform the essential functions of the position, must be able to regularly lift boxes, recruitment supplies, and luggage weighing in up to 25 pounds, climb stairs, and walk long distances.
  • 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


Others
  • 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.


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

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert