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Administrative Assistant, Graduate Services (11851)

American University
District of Columbia, United States
Salary Not Specified
Posted Date
Jun 1, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Level
Employment Type
Full Time
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Get to Know American University

At American University we value open and honest inquiry, servant leadership, and the affirmation of the human dignity of all. We envision a thriving AU community where individuals of all identities and experiences are understood, appreciated, and fully included, and where equitable treatment, opportunities, and outcomes prevail.

Our diverse community of students, faculty, and staff represent every state and more than 150 countries. Our internationally recognized faculty are today's thought leaders in the areas of public policy, law, the arts, communications, international development, and more. Our staff are innovative, service-oriented, and dedicated to moving the university towards achieving its strategic goals. We are committed to an excellent experience for all of our students, faculty and staff and share a passion for creating change through our knowledge and our work.

Learn more about American University by clicking here .

About the Department/Unit

The American University School of Communication empowers undergraduates and graduates in its programs to tell stories that influence change, inspire action, and transform our communities and our world.


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.
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.

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 .

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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