Administrative Coordinator at American University

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

26 Jun, 26

Salary

34.0

Posted On

28 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendaring, Event Coordination, Filing, Email Inbox Monitoring, Expense Reimbursement Processing, Program Reviews, Faculty Actions Support, Attention To Detail, Independent Work, Collaborative Work, Communication Skills, Handling Confidential Information, Front Desk Support, MS Word, MS Excel, MS Outlook

Industry

Libraries

Description

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University Department: Deputy Provost and Dean of Faculty Time Type: Full time Job Type: Regular FLSA Status: Non-Exempt Work Modality: Hybrid 01 (On Campus 3-4 Days/Week) Union: Excluded Job Description: Summary: The Administrative Coordinator will provide administrative support to the Deputy Provost & Dean of Faculty. This includes calendaring; preparing for and coordinating faculty events, luncheons, or special programs; filing; monitoring the Dean of Faculty email inbox; expense reimbursement processing; overseeing program reviews; and other requested tasks from the Office of the Deputy Provost and Dean of Faculty. The Administrative Coordinator will also support the Manager, Faculty Affairs on various faculty actions throughout the year. Position requires strong attention to detail, working independently and collaboratively, strong communication skills, and handling highly confidential information. Position may work with Dean’s offices in Academic Units and Human Resources, as well as the Provost Office. Will be required to sign a confidentiality agreement. Further, this position will serve as front desk support for the office, greeting visitors and answering phones for the Provost office. Essential Functions: 1.) Calendar Management This position will manage calendar event scheduling, rescheduling, and all necessary administrative tasks involved in meetings and appointments as requested by the supervisor. 2.) Reception, Greeting, and Event Support Serve as greeter for in-person visitors and telephone calls for the Office of the Provost and for the Deputy Provost & Dean of Faculty, ensuring team members are notified of visitors for meetings and that phone calls are routed to the appropriate party. Support the Office of the Provost and the Deputy Provost & Dean of Faculty in special events or programs. 3.) Faculty Actions Assist the Manager, Faculty Affairs in the processing of faculty actions and tracking of materials. This may include processing, reviewing, and tracking full-time faculty appointments, faculty search documents, faculty award letters, and faculty leaves. 4.) Communication Support Draft and edit communications for review/editing by the Deputy Provost & Dean of Faculty. Monitor the Dean of Faculty general email and forward emails that require additional attention. 5.) File Management Track files for the office, including ensuring file completion, orderly/organized filing, archiving, signature verification, and other associated tasks. 6.) Expense Processing Receive and process experience reimbursements from the Provost Office, liaising with other offices to transmit expense requests. Track the status of reimbursements. 7.) Other Duties as Assigned Light work may be requested by the Provost or Vice Provost for Academic Administration. Competencies: Serving Customers. Prioritizing and Organizing. Acquiring and Analyzing Information. Displaying Creativity. Supporting Coworkers. Position Type/Expected Hours of Work: Full-time. 35 hours per week. Hybrid 01 work modality (on campus 3 - 4 days per week). Salary Range: $30.00 - $34.00 per hour. Required Education and Experience: Bachelor's degree or equivalent. 1 - 3 years of relevant experience. Preferred Education and Experience: Bachelor's degree. 3 - 5 years of relevant experience Additional Eligibility Qualifications: Must have strong computer skills including MS Word, Excel, Power Point, and Outlook, or the ability to learn. Must be able to schedule and manage video conferencing tools such as Zoom and MS Teams, or the ability to learn. Excellent oral and written communication skills. Ability to set priorities and anticipate the changing needs of the office. Must have the ability to multitask, show strong initiatives and work well under pressure. Excellent problem solving and interpersonal skills, a professional demeanor and dress code are required. Must be punctual, reliable and detail oriented. Incumbent must be able to function independently with minimal supervision. Position is a 35 hour work week (9:00 am - 5:00 pm) with flexibility for overtime and occasional weekend events if needed. Experience serving executive level officers in an academic or non-profit setting preferred. 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. American University is a student centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.

Responsibilities

The Administrative Coordinator will provide comprehensive administrative support to the Deputy Provost & Dean of Faculty, including managing calendars, coordinating faculty events, processing expenses, and monitoring the office email inbox. This role also involves serving as front desk support, greeting visitors, answering phones for the Provost office, and assisting with various faculty actions.