Senior Administrative Assistant (1623)

Date: Sep 11, 2023

Location: Washington, 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.  


This position provides administrative support and coordination in the areas of faculty and staff personnel, budgeting, departmental record management, graduate student affairs, and procurement.

Essential Functions

  1. Budget and Procurement Management: Facilitates the procurement of all supplies required by the department and the timely payment for any outside vendors. Ensures that all department faculty and staff abide by stated university and College guidelines pertaining to procurement and reimbursement. Provides reports and analysis as requested by the Chair to ensure that the department stays within budgetary guidelines for each fiscal year. Maintains carefully organized and accurate budget/purchasing for the department and ensures that all faculty and staff reimbursements are processed and filed accurately.
  2. Personnel Management: Coordinates personnel actions and payments for adjunct faculty, students, and hourly staff. Maintain database of all full-time and part-time (adjunct) faculty. Processes all faculty files for action and reappointment. Assist with faculty searches by maintaining search files and performance any administrative tasks required by the search committee including submitting affirmative action reports, posting ads to various newsletters and publications as noted in the approved affirmative action plan. Processes paperwork for faculty visas in consultation with the Chair. 
  3. Office Management: Ensure smooth and efficient operation of WLC main office. Submits maintenance requests in a timely manner, issues and requests keys for department faculty and staff. Maintains a database for all keys within the department according to AU policy. Ensures that departmental filing system is organized. Respond to faculty, staff, and student inquiries/requests in a timely manner.
  4. Student Affairs Assistance: Assist with undergraduate and graduate student affairs. Assists students in resolving academic issues and contacting the appropriate office or individual. Assists faculty and students with the graduate financial aid awards process, and maintains a record of awards within WLC.
  5. Other Duties: Carry out special assignments for the department Chair as needed.

Position Type/Expected Hours of Work

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

Salary Range

  • $42,055.00 - $44,500.00/year; to commensurate with experience.

Required Education and Experience

  • H.S. Diploma or equivalent education, training and experience
  • 3-5 Years of relevant experience in an office environment.

Preferred Education and Experience

  • Bachelor's Degree or equivalent education, training and experience.

Additional Eligibility Qualifications

  • Excellent oral and written communications skills and strong interpersonal and customer service skills. 
  • Must be detail-oriented, self-starter with strong leadership skills, able to engage in and contribute to a growing program with a strong team orientation. 
  • Demonstrated proficiency in Microsoft Office Word, Excel, and PowerPoint.
  • Experience managing complex projects, ability to deal with multiple demands and deadlines.



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.


Union Eligibility

This position is part of a collective bargaining unit represented by SEIU Local 500. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500.


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.


Current American University Employees

If you are a current employee 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


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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