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Assistant to the Exec. Dir, Antiracist Research & Policy Ctr (15569)

Date: Sep 14, 2021

Location: Washington, DC, US, 20016

Company: American University

Summary/Objective

The Antiracist Research and Policy Center at American University generates scholarly research, educational tools, and policy analysis geared towards dismantling racism in its many forms. We build multidisciplinary initiatives for fostering racial justice, decolonial politics, and intersectional liberation by forging relationships across AU and with external changemakers in the DC region and beyond by partnering with external policy and practitioner stakeholders, advocates, and activists. The Special Assistant to the Executive Director is responsible for assisting the Executive Director with the Center’s daily operations, including but not limited to social media, scheduling and planning, and internal and external communications.

Essential Functions

  1. Scheduling and Event Support – Maintain the Executive Director’s calendar and schedule meetings, conference, teleconferences, and travel as required. Assist in coordinating logistics for meetings and preparing agendas. Preview all requests to meet with the Executive Director. Oversee arrangements and coordination of travel and reimbursement for the Executive Director. Oversee arrangements and coordination of travel and reimbursement for the Executive Director. Organize public events in consultation with the Executive Director, Center staff, AU community, and external partners.
  2. Communication and Liaison – Serve as a liaison between the Executive Director and University central administration, the College, other schools and external constituencies, including conveying the priorities and position of the Center and the Executive Director. Provide written responses, summaries and analyses of documents and/or relevant issues. Manage listservs, prepare drafts, and edit documents and/or presentations as needed. Review all documents prepared by others for Director’s approval to ensure accuracy and timeliness.
  3. Website Coordination and Social Media – Maintain and update the Executive Director and ARPC’s website and social media accounts. Develop appropriate posts in consultation with the Executive Director and Center staff and respond to followers and direct messages. Transcribe, format, design, edit, copy, and transmit text, data, fliers, and graphics on behalf of the Center.
  4. Budget and Analysis – Review all expenses for the Center, prepare reimbursement requests and facilitate payments and travel expenses for guests and speakers. In consultation with the CAS Budget team, develop budget reports for Center expenses as needed for the Executive Director. Prepare reports for the Executive Director for financial and non-financial matters by collecting and analyzing relevant information
  5. Main Office Management – Oversee the operation of the Center’s main office. Assist guests and customers in person and on the phone and direct inquiries to the appropriate office or contact. Maintain office supplies and check stock to determine inventory level. Purchase materials and supplies for upcoming projects and events and verify receipt of supplies and materials. Maintain the Center’s files and documents in an organized and systematic manner and ensure information is secure by completing database backups. Coordinate schedules for part-time staff to ensure the office is appropriately staffed and that deadlines are met in a timeline manner.
  6. Other Duties and Responsibilities – Identify and carry out other duties or projects to support the Executive Director and Center as they emerge. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment

  • The worker normally performs their job indoors in an office environment.
  • The worker may be required to travel.
  • The worker may be required to work evenings and/or weekends.

Position Type/Expected Hours of Work

  • Full time 
  • 2.2 Specialist A
  • Non-Exempt

Salary Range

  • Commensurate with experience 

Required Education and Experience

  • High school diploma or equivalent
  • 1-3 years of experience as an Executive Assistant, Personal Assistant, or similar role

Preferred Education and Experience

  • Bachelor's degree 
  • 2-4 years of relevant experience at American University or similar academic institution.
  • Experience with social media, organizing travel, and event logistics 
  • Experience in maintaining a budget desirable

Additional Eligibility Qualifications

  • This position requires someone who is self-motivated, requires minimal supervision, and demonstrates excellent
  • interpersonal, oral, and written skills. 
  • Must be able to manage an office responsibly, compile and maintain documents with a high degree of accuracy
  • and possess the ability to handle many tasks simultaneously. 
  • Working proficiency with the Microsoft Office suite required. 
  • Must be able to work with confidential documents and issues in a discrete and professional manner.
  • Thoroughness in Reviewing Work Ability to review ones own and others work and information to ensure completeness and accuracy; carefully prepare for meetings and presentations; organize information or materials for others; follow up with others to ensure that agreements and commitments have been fulfilled; set up procedures to ensure high quality of work.
  • Excel Level 1 Basic Microsoft Excel Basic skills: the user is able to enter and maintain data; has the ability to do subtractions, multiplications and division; and use basic formulas such as SUM, AVERAGE, COUNT NUMBERS, MAX and MIN.
  • Communication- Oral Oral Communication skills: Organizing and expressing thoughts and information orally in a clear, concise manner, meeting the requirements of the audience. Engages in active listening while seeking and accepting feedback in anon-defensive manner. Readily shares pertinent knowledge and information to co-workers and customers. Demonstrates effective listening skills and asks questions; offers input for positive results.
  • Social Media Skill using social media tools and technology for program and/or organizational marketing and outreach.
  • Web Design & Marketing Tools Skill using web design and marketing software tools (i.e. CommonSpot, InDesign, Photoshop).
  • Communication- Written Written Communication skills: Expressing oneself clearly and concisely, using language with precision; constructing logical arguments; accurate note taking, editing and summarizing; and writing reports or correspondence free of spelling and grammatical errors.


 

Current American University Employees:

If you are a current full-time or part-time staff member at American University, please log into AsuccessfulU through the myAU portal. Once in AsuccessfulU, please select the Careers tile which will take you to our internal career page. 

 

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.


Nearest Major Market: Washington DC