Senior Administrative Assistant

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Department:

Kogod School of Business

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:

Position Summary:

The Senior Administrative Assistant is responsible for ensuring the high-level functioning and day-to-day operational support of Kogod’s Office of Undergraduate Programs (UGP), which includes the Kogod Undergraduate Academic Advising team (KSB Advising) and Associate Dean for undergraduate Programs and Student Services. The incumbent manages all UGP technology tools, including but not limited to: Business Intelligence, Colleague, CRM Advise, YouCanBook.Me, SharePoint, Qualtrics, and Event Management System (EMS). Additionally, the Senior Administrative Assistant composes and communicates UGP, KSB Advising, and University updates with students via email. The Senior Administrative Assistant will also coordinate with the Office of the University Registrar, AU Abroad, and Kogod faculty reviewers in reviewing and articulating abroad and domestic courses.

The Senior Administrative Assistant oversees all daily office operations and proactively identifies advising-related issues (communication, technology, student-specific, etc.) to escalate UGP’s senior leadership for troubleshooting and resolution. This role requires minimal direct supervision and relies on careful decision making and considerable independent problem-solving. This is a union-eligible position.

Organizational Characteristics:

• This position reports directly to the Director of Undergraduate Programs.

• The Senior Administrative Assistant supervises a team of up to 5 student workers and often serves as the first point of contact for visitors to UGP, including 1100+ undergraduate students enrolled in the Kogod School of Business.

 

Essential Functions:

• Administrative Support: The Senior Administrative Assistant provides administrative support to the Office of Undergraduate Programs (UGP). The incumbent manages all technology tools for the team, including but not limited to: MicroStrategy Business Intelligence, Colleague, CRM Advise, YouCanBook.Me, SharePoint, Qualtrics, and Event Management System (EMS). This role also serves as the front-line staff member for students/parents/faculty/staff and must process and maintain the confidentiality of student records, coordinate calendars, manage room reservations, and run reports. The Senior Administrative Assistant will also coordinate with the Office of the University Registrar, AU Abroad, and Kogod faculty reviewers in reviewing and articulating abroad and domestic courses.

• Process Management and Communications: The Senior Administrative Assistant manages internal tracking processes, including graduation clearance, transcript review, Dean’s List, graduation applications and eligibility, and others. The incumbent also utilizes information from Kogod staff, faculty, and administrators, and campus partners to craft and disseminate important information to students such as course availability and changes to internal processes.

• Data Reporting: The Senior Administrative Assistant gathers data through various systems (MicroStrategy Business Intelligence, Colleague, YouCanBook.Me, SharePoint, CRM Advise, etc.) to be used for reporting purposes. The incumbent will collaborate with the Assistant Director of Data Analytics on substantial data projects.

• Student Worker Supervision: The inc