American University · 14 hours ago
Administrative Coordinator
Washington, DC
Full-time
Onsite
Mid Level
$58K/yr - $60K/yr
3+ years expAmerican University is a student-centered research institution located in Washington, DC, with a reputation for creating meaningful change in the world. The Administrative Coordinator supports the Department of Public Administration and Policy by managing day-to-day operations, including administration, budgeting, and course scheduling, while serving as a key liaison between the department and internal stakeholders.
Higher Education
Responsibilities
Manage departmental budgets by tracking expenditures, processing financial transactions, and supporting annual budget planning
Oversee procurement activities, including initiating contracts, and coordinating with vendors in accordance with university policies
Collaborate with the SPA Budget team and procurement offices to ensure all departmental purchases are in compliance with fiscal and purchasing guidelines
Communicate regularly and provide timely updates regarding the budget to the Department Chair
Support adjunct, term, and tenure-line faculty search, hiring, and onboarding processes, manage all departmental records for faculty appointments and reviews, execute departmental communications, and assist with tracking professional development and compliance requirements
Maintain confidentiality while coordinating sensitive personnel matters and ensure that all files are saved and managed in a manner consistent with the University’s Data Classification Policy
Facilitate all scheduling and logistics for faculty searches and interviews
Work with the Chair to review candidate resumes for adjunct teaching positions
Compile and review all current adjunct faculty reappointment files including required forms, drafting memos and reports, and working with SPA faculty affairs teams to finalize
Oversee the operation of the academic department, including managing departmental communications, maintaining records and databases, coordinating meetings, and ensuring compliance with institutional policies
Serve as a primary liaison between the department and internal stakeholders
Order desk copies of books for faculty as requested
Assist new Department Chairs with leadership transitions including providing briefings and support on ongoing projects, policies, best practices, and other essential administrative functions of the department reappointments
Maintain the Department of Public Administration and Policy’s course schedule, including all updates to faculty assignments, course offerings, and enrollment data
Assist with the preparation and implementation of the academic schedule in coordination with the Chair, program directors, and advisers, ensuring student needs and course requirements are met
Prepare course status reports for departmental leadership as needed
Maintain an accurate and up-to-date list of courses being taught each semester and serve as the point of contact for scheduling-related communication
Maintain accurate and up-to-date faculty course load information
Coordinate with the SPA Faculty and Budget teams to ensure timely processing of adjunct and online course coordinator payments prior to the start of each semester, and promptly notify them of any changes that may impact payment throughout the term
Work with the Chair and faculty to compile curriculum course updates and changes, including coordination on curricular changes in the Curriculog system; add new courses and create permanent courses as required
Assist with the planning and execution of departmental meetings, events, seminars, and academic programming for the department and designated programs
In coordination with the SPA Events team coordinate logistics, facilitate any A/V needs, manage promotional materials, and ensure smooth delivery of both in-person and virtual events
Facilitate speaker contracts and payments as needed
Liaise with the SPA Events and Budget teams and external partners as required
Other duties as assigned by the Chair
Qualification
Required
Bachelor's degree required, or equivalent education, training and experience
3-5 years' successful work experience managing a large administrative unit
Effective written and oral communication skills, with the ability to convey information clearly and professionally across varied audiences is required
Proven ability to handle sensitive and confidential materials appropriately and exercise discretion as required
Proficient in computer applications, including intermediate-level experience with Microsoft Excel, Outlook, Word, and PowerPoint required
Preferred
Experience working in similar functions in higher education preferred
1 - 3 years' experience managing budget, expenses, and/or procurement preferred
Familiarity with Workday is preferred
Benefits
Competitive benefits package
Company
American University
American University's historic academic strengths are rooted in social responsibility and our dedication to cultural and intellectual diversity.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Rodrigo Yepez-Lopez
Co-founder of Legal Haven
Katie Benoit
Interim Deputy Athletic Director/Chief Operating Officer/Senior Woman Administrator
Recent News
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2024-03-04
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2023-12-12
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