Sr. Administrative Assistant

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Department:

College of Arts & Sciences

Time Type:

Full time

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

The Senior Administrative Assistant assists the Chair and the Program Directors of the CRGC Studies Department by providing all of 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:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.

• 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. 

• 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.

• 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