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Department:
Time Type:
Full time
Job Type:
FLSA Status:
Non-ExemptWork Modality:
Union:
Job Description:
Summary:
The Senior Administrative Assistant of the Department of Philosophy and Religion assists the Department Chair and faculty in all departmental administrative functions. The position monitors the department’s budgets, prepares materials for hiring and review of all levels of faculty and student employees, oversees event logistics, supports student recruitment and retention, maintains the departmental website, and ensures the Department’s office is well maintained and functional for optimal department performance. This position reports directly to the chair of the Department of Philosophy and Religion. Reporting to this position are 1-2 part-time student employees. This position oversees the financial and administrative functioning of all departmental programs, and assists faculty and students with inquiries and concerns related to academic and departmental procedures. This position requires the ability to work independently with little direct supervision, to set priorities, and to make appropriate administrative decisions.
Essential Functions:
1.) Budget, Grants, 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 track expenditures to the department’s budgets, restricted accounts, and award/scholarship funds. Create and submit purchase requisitions and invoices for payment. Create and present monthly budget reports to the department chair. Assist the Chair with financial reports for the CAS Budget Office. Work with department principal investigators and the CAS Grants and Contracts Administration Team to accurately track and process expenses on all externally-funded projects within the Department of Philosophy and Religion, ensuring grant funds are used appropriately and in a timely manner. Serve as a liaison to the College of Arts and Sciences Budget Office, the CAS Grants and Contracts Team, and the Office of Human Resources.
2.) Student Affairs
Maintain student records and undergraduate and graduate handbooks, and assist in connecting students and prospective students to appropriate campus resources and faculty and staff advisors. Provide logistic support to departmental student recruitment and retention activities in coordination with faculty and department chairs. Schedule, organize, and advertise academic and programmatic events.
3.) Faculty Affairs
Work with the Faculty Coordinator in the College of Arts and Sciences on all Payment Authorizations for teaching, appointment, reappointment, and promotion files for the department’s full-time and adjunct faculty members. Collect faculty annual reports to ensure accurate documentation of activities.
4.) Event Logistical Support
Work with faculty and students to plan departmental events, schedule venues, create and distribute appropriate advertising materials, pay vendors and guest speakers, and facilitate the successful execution of event logistics on the day of the event.
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 and submit new course proposals to assist the chair and faculty with the process.
6.) Other Duties as Assigned
Supervisory Responsibility:
Supervises students.
Competencies:
Prioritizing and Organizing.
Acquiring and Analyzing Information.
Supporting Coworkers.
Making Accurate Judgments and Decisions.
Championing Customer Needs.
Building a Customer Focused Organization.
Position Type/Expected Hours of Work:
Full-time.
35 hours per week.
Monday through Friday, 9:00am - 5:00 pm.
Full on campus presence.
Salary Range:
$24.04 - $25.00 per hour.
Required Education and Experience:
High school diploma or equivalent.
1 - 3 years of relevant experience.
Working proficiency of Microsoft Office Suite required.
Preferred Education and Experience:
Bachelor's degree or equivalent.
2 - 4 years of relevant experience.
Previous experience in maintaining a budget preferred.
Some knowledge of Workday is preferred.
Knowledge of university and departmental policies 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.
Excellent written and oral communication skills.
Hiring offers are contingent upon the successful completion of a background check.
Other Duties:
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.
Benefits
AU offers a competitive benefits package. 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.