Senior Administrative Assistant

Description

Summary / Objective The Senior Administrative Assistant assists the Chair and the Program Directors of the Health Studies Department by providing all the unit's administrative functions.

The position involves monitoring the Department budget, preparing teaching schedules for the programs, assembling materials for the hiring and review of all levels of faculty, part-time, and student employees, supervising student employees, supporting student recruitment and retention activities, carrying out event and programming logistics, providing information for faculty on relevant University policies and procedures, and ensuring the main office is well-maintained and functional for optimal Department and program performance.

Essential Functions : 1.) Main Office Administration

Respond to walk-in and telephone inquiries about the department, the programs, and their activities.

Provide assistance to visitors in a timely and efficient manner.

Maintain department supplies and ensure adequate supplies are available as needed.

Manage mail and mailboxes for the department, programs, and program faculty.

Maintain all office files to ensure accurate record keeping.

Make and manage any maintenance requests and service requests to ensure that the office is fully operational.

Oversee work-study and student assistants to ensure competent completion of tasks and coverage for the main office.

2.) Events and Programming

Schedule all rooms and make catering, AV, and other arrangements for program and departmental events.

Transport food and other event materials to event rooms.

In consultation with Chair, the Directors, and the CAS Budget Office, make travel arrangements and arrange honoraria for guest speakers.

Manage the department calendar to ensure events are scheduled at appropriate times.

Publicize events.

3.) Communication

Monitor email accounts and list-servs.

Oversee program newsletters and official communication materials.

Represent the department and its programs to the AU community as well as to external organizations through telephone, email, and other professional communication.

Oversee department and program bulletin boards and other on-campus marketing efforts.

Oversee the department’s social media presence.

Responsible for the department’s and the programs’ web pages, to ensure a well-planned, up-to-date site.

Take notes at monthly Executive Committee and Council meetings and produce minutes.

Consults with Chair, Program Directors, Outreach Committee, and the CAS Webmaster to accomplish these functions.

4.) Budget and Personnel Management

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 administrative unit’s budgets, restricted accounts, and award / scholarship funds.

Create and submit purchase requisitions and invoices for payment.

Create and send monthly budget reports to the Chair.

Assist the Chair with financial reports for the CAS Budget Office as needed.

Serve as a liaison to the College of Arts and Sciences Budget Office and the Office of Human Resources.

5.) Course Scheduling

Build course schedules for all Health Studies programs and department-wide classes in consultation with the program directors and department chair.

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 to minimize errors.

Prepare tuition and fee forms for all courses.

Prepare and submit new course proposals to assist in the process.

Monitor and publicize classes to ensure full enrollment.

6.) 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.

Maintain application files for new faculty positions to have access to a wide pool of applicants; coordinate the application process to ensure proper procedures are followed;

process all paperwork, including affirmative action tallies, to comply with Federal and State mandates.

7.) Student Affairs

Assist in connecting students and prospective students to appropriate campus resources and faculty and staff advisors.

Build familiarity with structures and requirements for each program to provide basic student advising, such as explaining checklists and program requirements.

Process student paperwork for the program majors / minors.

Manage clearances for students who are applying for graduation, in coordination with the program Directors and CAS Advising.

Assist with student awards, competitions, and scholarships.

8.) Other duties as assigned by the Chair of the Department. Supervisory Responsibility :

1-3 part-time student workers during academic year.

Competencies :

Prioritizing and Organizing.

Developing Plans.

Acquiring and Analyzing Information.

Supporting Coworkers.

Displaying Creativity.

Evaluating and Implementing Ideas.

Making Accurate Judgments and Decisions.

Acting Strategically.

Position Type / Expected Hours of Work :

Full-time.

35 hours per week.

Salary Range :

$24.04 - $26.00 per hour, commensurate with experience.

Required Education and Experience :

High school diploma or equivalent.

1-3 years of relevant experience.

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.

Proficient in Microsoft Office Suite.

Excellent written and oral communication skills.

Preferred Education and Experience :

Bachelor's degree or equivalent.

2-4 years of relevant experience.

Previous experience in maintaining a budget.

Additional Eligibility Qualifications :

Ability to manage the department office responsibly, compile and maintain documents with a high degree of accuracy.

Ability to be flexible and able to work independently to troubleshoot any problems as they arise in the administrative unit.

Ability to be comfortable contacting and working with a variety of administrators, staff, and faculty from across the campus.

Excellent attention to detail, written and oral communication skills, as well as the ability to multitask required.

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. . 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.

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