Department Administrator

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Department:

School of International Service
Time Type:
Full time

Job Type:
Regular
FLSA Status:
Exempt

Work Modality:

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

Union:

Excluded

Job Description:

Summary:

The School of International Studies (SIS) is a Top 10 school of international studies and is viewed as cutting-edge on interdisciplinary approaches to solving challenges at the intersection of key global issues. Departments within SIS serve as academic, organizational and community homes for our faculty, department staff, and students (undergraduate and graduate) while also facilitating work within and across the school’s programs and initiatives. The Academic Department Administrator is an essential contributor to supporting the operational functions of the Politics, Governance and Economics (PGE) department and brings expertise in administration, operations, and project management that supports the department’s thriving. This position involves working closely with faculty, staff, and students to ensure smooth, effective operation of the programs within the department.

Under the direction of the Department Chair, the Department Administrator carries out key administrative functions including supporting the implementation and ongoing maintenance of departmental policies, guidance, and operational processes. The role collaborates closely with the Chair, Director of Graduate Studies, and Undergraduate Coordinator. The Department Administrator uses data collection and analysis to support operational planning and reporting. The Department Administrator may supervise student employees.

Essential Functions:

1.) Department Administration

• The Department Administrator supports the smooth operations of the department and carries out daily administrative tasks. The Department Administrator implements, maintains, and recommends updates to department administrative and operational procedures, and supports data-informed decision-making by maintaining systems, reports, and operational tracking tools.
• This position administers and monitors the department’s budgets in alignment with established policies and guidance. Administratively, they are responsible for booking travel and managing the logistics of department-level activities. In collaboration with the Office of Financial Operations, they provide guidance to faculty and staff on applicable financial policies and procedures and perform select human resources functions, reimbursement processing, credit card expenditure reconciliation, and vendor maintenance. They also work with department staff and faculty to generate Professional Services Agreements and process department payments, honoraria and all other payment requests. In addition, processes visiting appointments, adjunct files, and organizes information for annual reviews. Works with Chair with the RA/TA matching process.

2.) Graduate Program Support

• The Department Administrator works closely with the Office of Graduate Enrollment Management (Admissions) in supporting high-touch recruiting activities, coordinating application file review among faculty, and engaging with admitted students. The position assists Graduate Admissions with several recruiting events each year and coordinates outreach efforts according to specific program goals. This position works closely with SIS Graduate Enrollment, Marketing & Communications, Academic Affairs, Graduate Advising, and SIS Events. The Department Administrator communicates with prospective and admitted graduate students and answers questions. As a touch point for current and admitted graduate students, they gather feedback about the program/department and the needs and interests of students. They provide targeted support by highlighting available opportunities and resources and serving as the liaison between students, faculty, various SIS and AU support offices, and alumni.

3.) Events and Communications

• The Department Administrator executes program and department-level events, meetings, and programming by handling logistics which may include booking rooms, catering, set-up, coordinating speakers, tracking individual event budgets, day-of support, and other needs as they arise and depending on the event. These functions may be performed independently or in collaboration with the SIS Events team. This position also helps publicize programs and department events.
• The Department Administrator executes department-level admission events and undergraduate and graduate student events that support department goals, including engaging alumni for students’ career and intellectual development. The position staffs graduate and undergraduate events such as SIS Orientation and Grad Day, Commencement, and represents the programs at admissions events and other welcome activities.
• The Department Administrator manages department email accounts, Canvas courses, and maintains and updates the department and graduate program websites and marketing materials. The Department Administrator manages the generation of content creation for the department websites and disseminates department activities, achievements, and information across SIS, AU, and externally as appropriate. They respond to email inquiries and are the department contact point for all prospective and admitted graduate students.
• They support the use of departmental communication tools, including social media where applicable, to promote programs, events, and other department, faculty, alumni and student achievements to promote the department’s programs and to build/maintain a network with students, alumni, and faculty. The position maintains constant, effective communication with both internal and external offices regarding the department programs, benchmarks periodically, and administers the program’s listserv(s) and email accounts. The Department Administrator also facilitates connection to program alumni by tracking and updating contact information, creating opportunities for alumni to connect with current students, and inviting alumni to program.

4.) Academic and Student Affairs

• The Department Administrator assists the Chair, Director of Graduate Studies and Undergraduate Coordinator in processes related to the preparation, submission, review, and adjustment of the department’s annual course offerings and course schedule in consultation with the SIS Office of Academic Affairs. The Department Administrator assists the Chair, Director of Graduate Studies, and Undergraduate Coordinator in processes related to the preparation and submission of Curriculum Change proposals.
• This position provides support to student associations and clubs; collects and shares program feedback from students with department leadership and coordinates the application and awarding processes for scholarships, awards, and other student support payments. The Department Administrator supports department initiatives to foster an inclusive environment, especially for students from historically underrepresented groups, collaborates with the Office of Career Development to maximize student career opportunities and placement, and actively participates in student retention efforts.

5.) Special Project and Other Duties

• The Department Administrator conducts additional projects as assigned by the Department Chair. The Department Administrator also represents the department or its programs on SIS, AU or departmental committees or task forces, as necessary. The position serves as a backstop for other program support staff in SIS as necessary.

Supervisory Responsibility:

• Supervise student employees as needed.

Competencies:

• Serving Customers.
• Displaying Creativity.
• Prioritizing and Organizing.
• Supporting Coworkers.
• Acquiring and Analyzing Information.

Position Type/Expected Hours of Work:

• Full-time.
• 35 hours per week.

Salary Range:

• $58,263.00 – $65,000.00 annually.

Required Education and Experience:

• Bachelor’s degree or equivalent.
• 3 – 5 years of relevant experience.

Preferred Education and Experience:

• Master’s degree.
• 5 – 7 years of relevant experience.
• Experience working with senior leaders to operationalize strategic priorities.

Additional Eligibility Qualifications:

• Excellent written and oral communication skills.
• Experience with financial administration.
• Experience with data analysis, business intelligence and other data system and data-driven decision making.
• Experience in event management.
• Office management skills.
• Strong interpersonal skills.
• Must be dependable and exhibit sound judgment and professionalism.
• Must be able to function independently with attention to detail and minimal supervision.
• Knowledge of Microsoft Office Suite, especially Microsoft Outlook; facility with technology and familiarity with email distribution lists.

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.

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