Senior Administrative Assistant

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Department:

College of Arts & Sciences

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-Exempt

Work Modality:

Full On Campus Presence

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 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