Administrative Assistant (1628)

Summary/Objective

The Administrative Assistant serves as the first point of contact for the Department of Literature Main Office. Working collaboratively with the Department Chairs, Department Program Directors, and Senior Administrative Assistant, this role provides vital support and supervision for daily department functions, as well as department events and projects.

Essential Functions

1. Office Administration: Supports the Department of Literature' s main office by responding to general inquiries from students, staff, faculty, and others in a timely manner. In consultation with the Senior Administrative Assistant, places supply orders and ensures adequate inventory. Provides direction to work study students to ensure work is accomplished, including orders for desk copies.
2. Curriculum Support: Oversees course scheduling for both Literature classes and the Writing Studies Program. Tasks include, but are not limited to: planning semester course schedule in conjunction with Department Chair(s) and faculty members; editing and updating course information via electronic change forms as necessary; monitoring enrollments and waitlists in line with university deadlines and protocol; assisting with student registration questions and processing needs. Also assists Department Chair(s) in pre-planning of multiyear academic schedule. Gathers information on student enrollment via databases and Business Intelligence software as needed.
3. Faculty and Staff Assistance: Provides administrative support for the Department Chair(s), Writing Studies Program Director, Undergraduate and Graduate Program Directors, faculty, and Senior Administrative Assistant as needed.
4. Communication: Creates and distributes department publications, communications, and marketing materials. Updates department website and online materials. Oversees department's social media accounts.
5. Event Scheduling: Schedules all department events and meetings, including reserving rooms and/or venues, and preparing necessary materials.
6. Other duties and requests as assigned by Senior Administrative Assistant and Department Chair(s).

Work Environment

• This position reports directly to the Department Chair, along with the Sr. Administrative Assistant, the Associate Director, Writing Center; the Director, College Writing Program and Writing Center; and the International Student Coordinator. The nature of the role this position plays within the organization is to provide general administrative support to the Department, coordinate course scheduling for all Literature and College Writing courses, assist and support department events, and serve as the department receptionist for all faculty, staff, students, and guests visiting the Dept. of Literature.

• The position supervises at one work-study student. The position is responsible for course scheduling (in consultation with the Chair) which involves over 100 courses per semester. The position also supervises book and desk copy ordering for Literature courses, which involves controlling the associated costs.

Position Type/Expected Hours of Work

• Full time
• Non Exempt
• Day-Shift 2
• FTR

Required Education and Experience

• High School Diploma or equivalent education, training, and experience.

Preferred Education and Experience

• Bachelor's Degree or equivalent education, training and experience.
  
  
• 1-3 Years administrative experience.
  
  

Additional Eligibility Qualifications

• Knowledge of Microsoft Office, including Word, Excel, and PowerPoint required.
  
  
• Strong interpersonal skills required for a highly interactive setting with students, faculty and staff required.
  
  
• Prior university support experience in an academic setting preferred.
  
  
• Experience with Adobe Creative Suite a plus preferred.
  
  
• 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.

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