Academic Program Assistant

American University•Washington, DC

6d•$23 - $24•Hybrid

About The Position

The Academic Program Assistant provides administrative support to School of Communication academic divisions and associated programs. The role supports division directors with faculty teaching assignments, budgets and requisitions, meetings, and events. It helps develop and maintain the School of Communication schedule of classes in line with curriculum needs and works with academic leadership and advisors to manage enrollments, course additions, and cancellations. The assistant processes adjunct faculty appointments in compliance with union requirements, supports onboarding, and serves as a primary contact for adjunct faculty. The position reports to the Assistant Dean for Undergraduate Academic Services. The role provides administrative support to assigned divisions and program directors, maintains budget spreadsheets and electronic syllabus files, processes purchases and reimbursements, tracks faculty travel and events, and coordinates adjunct orientation and related academic guidance. It collaborates on course scheduling, financial and curricular information, technology needs, and enrollment data, and helps organize division meetings and special events. Other duties may include front desk coverage in the Office of Student and Academic Affairs and throughout the School of Communication. This is a full-time position of 35 hours per week, with a hybrid work modality requiring on-campus work three to four days per week. School of Communication employees must work fully on campus during their first month. Some evening or weekend work may be required. The salary range is $23.21–$24.00 per hour. Employment offers are contingent on successful completion of a background check. Staff must provide services from the District of Columbia, Maryland, or Virginia, or work on-site at the university.

Requirements

Bachelor's degree.
1–3 years of relevant experience.
Superior writing ability and oral communication skills.
Strong multitasking and time-management skills and keen attention to detail.
Excellent computer skills, including extensive experience with spreadsheets and databases.
Strong customer-oriented focus.
Ability to maintain confidentiality.
Ability to work with minimal supervision and as part of a collaborative team in an environment of accountability.
Ability to work within deadlines.
Must work fully on campus during the first month of employment.
Some evening or weekend work may be required.

Nice To Haves

Background or interest in the communication field.
2–4 years of relevant experience.
Familiarity with learning management software, MicroStrategy, or Colleague.
Strong basic math skills.
Experience with budgeting.

Responsibilities

Provide administrative support for assigned academic divisions and program directors and serve as a central contact for division faculty.
Maintain division budget spreadsheets; use a purchasing card to order items; track faculty travel and events; and process discretionary expenditures and reimbursements.
Update electronic files of division syllabi.
Organize files of potential adjunct faculty and advise adjuncts on academic processes, including book orders and grading.
Coordinate and present at adjunct orientation.
Assist with distribution of student and faculty awards.
Work with division and program directors and academic affairs staff to develop and maintain the School of Communication schedule of classes in compliance with university policies and regulations and with attention to space utilization.
Coordinate with the School of Communication Budget unit on schedule-related financial information and division tuition and fees forms.
Work with the School of Communication technology team to ensure academic technology needs are met for courses.
Collect and analyze student enrollment and curriculum-change data to inform course offerings in consultation with the Assistant Dean.
Coordinate division meeting schedules, record minutes, and gather and distribute materials.
Coordinate priority special events for assigned divisions and provide support for other faculty-related events in consultation with the supervisor.
Perform other assigned academic affairs team duties, which may include front desk coverage in the Office of Student and Academic Affairs and throughout the School of Communication.