Department Administrator

American University•Washington, DC

2d•$58,263 - $65,000•Hybrid

About The Position

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.

Requirements

Bachelor's degree or equivalent.
3 - 5 years of relevant experience.
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.

Nice To Haves

Master's degree.
5 - 7 years of relevant experience.
Experience working with senior leaders to operationalize strategic priorities.

Responsibilities

Supports the smooth operations of the department and carries out daily administrative tasks.
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.
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.
Works with department staff and faculty to generate Professional Services Agreements and process department payments, honoraria and all other payment requests.
Processes visiting appointments, adjunct files, and organizes information for annual reviews.
Works with Chair with the RA/TA matching process.
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.
Assists Graduate Admissions with several recruiting events each year and coordinates outreach efforts according to specific program goals.
Communicates with prospective and admitted graduate students and answers questions.
Gathers feedback about the program/department and the needs and interests of students.
Provides targeted support by highlighting available opportunities and resources and serving as the liaison between students, faculty, various SIS and AU support offices, and alumni.
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.
Helps publicize programs and department events.
Executes department-level admission events and undergraduate and graduate student events that support department goals, including engaging alumni for students’ career and intellectual development.
Staffs graduate and undergraduate events such as SIS Orientation and Grad Day, Commencement, and represents the programs at admissions events and other welcome activities.
Manages department email accounts, Canvas courses, and maintains and updates the department and graduate program websites and marketing materials.
Manages the generation of content creation for the department websites and disseminates department activities, achievements, and information across SIS, AU, and externally as appropriate.
Responds to email inquiries and is the department contact point for all prospective and admitted graduate students.
Supports 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.
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.
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.
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.
Assists the Chair, Director of Graduate Studies, and Undergraduate Coordinator in processes related to the preparation and submission of Curriculum Change proposals.
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.
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.
Conducts additional projects as assigned by the Department Chair.
Represents the department or its programs on SIS, AU or departmental committees or task forces, as necessary.
Serves as a backstop for other program support staff in SIS as necessary.
Supervise student employees as needed.