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Coaching Administrator (14338)

Date: May 12, 2022

Location: Washington, D.C., DC, US, 20016

Company: American University

Get to Know American University

At American University we value open and honest inquiry, servant leadership, and the affirmation of the human dignity of all. We envision a thriving AU community where individuals of all identities and experiences are understood, appreciated, and fully included, and where equitable treatment, opportunities, and outcomes prevail. 


Our diverse community of students, faculty, and staff represent every state and more than 150 countries. Our internationally recognized faculty are today's thought leaders in the areas of public policy, law, the arts, communications, international development, and more. Our staff are innovative, service-oriented, and dedicated to moving the university towards achieving its strategic goals. We are committed to an excellent experience for all of our students, faculty and staff and share a passion for creating change through our knowledge and our work. 


Learn more about American University by clicking here.  


The Coaching Administrator is responsible for the coordination of the coaching component of the Key Executive Leadership Programs, and advising on administration improvements to enhance efficiency and support program growth.  The position coordinates with external vendors and other Key staff to make coaching timelines and assignments according to the academic schedule of a cohort, and managing a cadre of 22+ coaches [consultants] in regards to invoicing, coaching reports and meetings, onboarding, professional service agreements, surveys, and client relations.

Essential Functions

  1. Coaching Invoices Payment Process and Database Maintenance: Coaching Administrator receives and processes 40-50 invoices monthly. Responsible for maintaining and updating the program’s coaching payment database. The Coaching Administrator prepares and issues monthly reports to program coaches. The incumbent reviews Professional Services Agreements to ensure program and coaches operate within contract terms.
  2. Coordination with external vendors, students, coaches, and faculty: Coaching Administrator is responsible for ensuring five coaching sessions are completed during the eight-month program. Coordinate with external vendor to initiate assessment tools used by the program.  Develops and communicates timelines and schedules for both coaches and students. Follow up with students who have not completed the assessment in order to ensure timely completion of the 360-degree survey as a precursor to starting the coaching process. The Coaching Administrator currently manages over 350 students and 23 coaches; though this fluctuates as different cohorts begin and end during different semesters of the academic year.
  3. Assignment of Students to Coaches: Responsible for assigning students who are enrolled in Key Executive Leadership Programs, or students seeking coaching as a supplement to a Key Executive Leadership Program, to coaches. Send coaches assigned list of students and email students their assigned coach together with a brief overview of the ESCI.  Responsible for maintaining and updating lists and logs stored in a databases and spreadsheets. Coordinate all aspects of the consultant agreements with coaches: from contract inception, coaching assignments and follow-up with coaches regarding contract agreements.
  4. Program Enhancements: Coaching Administrator maintains regular communication with Coaching Director/Executive-In-Residence to discuss program changes/enhancements. This includes processes such as developing a client feedback log, brainstorming improved coaching practices, and other matters that will improve the coaching component of the Key Executive Leadership Programs.
  5. Administer Coaching Evaluation and Process Evaluation reports: The coaching administrator will manage a post-coaching evaluation process to achieve the goal of 100% evaluation completion for use in evaluating individual coaches and the coaching Program. The position will compile results and report to the Program management team. 
  6. Other Duties: Other duties as assigned.

Work Environment

  • The position reports to the Certificate Programs Coordinator, and works closely with the Coaching Director/Executive-In-Residence for coaching program development.
  • There is a great amount of coordination with other administrative assistants, and the position requires interaction with students, coaches, other campus staff, and external constituencies.

Position Type/Expected Hours of Work

  • Full Time
  • Specialist A
  • Non-Exempt
  • This position is union eligible

Salary Range

  • Commensurate with experience.

Required Education and Experience

  • Bachelor's Degree required.
  • Applicants must have at least 2 years of administrative experience.
  • They must possess excellent oral and written communications skills and strong interpersonal skills.
  • Applicants must be a self-starter, highly detail-oriented, possess strong organizational skills, and be able to engage in and contribute to a growing program.
  • Applicant must be able to work in continuously changing environment.
  • Applicants must have significant experience working with Microsoft Word, Microsoft Access, Microsoft Excel, PowerPoint software, and Internet research experience. 
  • The Coaching Administrator must be knowledgeable with different institutional payment methods including stipends, requisitions, disbursement requests, travel reimbursements, direct payments, and so on. This requires a high level of attention to detail

Preferred Education and Experience

  • Applicant should be comfortable working with a wide variety of personalities in a very dynamic and team centric environment.
  • Advanced skills in Microsoft Excel and Access are highly preferable.

Additional Eligibility Qualifications


AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.


Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email


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.

Nearest Major Market: Washington DC