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Sr. Administrative Assistant (12506)

Date: Jan 8, 2021

Location: Washington, DC, US, 20016

Company: American University


This position manages the day-to-day administration of the Department of Health Studies (DHS), supervises part-time office staff, and oversees all service functions in support of DHS faculty, staff, and students. Ensures the smooth running of the department; provides support to the DHS Chair by managing a variety of projects, and administers the operating, residual, and Public Health program budgets. This position ensures that university guidelines regarding budget implementation, departmental purchasing, personnel administration, and academic scheduling are followed consistently. Incumbent oversees all health and fitness course scheduling including working across campus units for space, scheduling courses, and assist with hiring paperwork for adjunct faculty who teach department courses. This position is also responsible for tracking and facilitating all reporting for the National Wellness Accreditation and to participate in submitting paperwork associated with the public health program accreditation.

Essential Functions

  • Main Office Administration – Oversee the general operation of the DHS main office, ensuring adequate coverage for the office during work hours and peak traffic times. Assist faculty members and staff as needed to accomplish day to day tasks and further the priorities of the department. Maintain inventory of departmental equipment and technology, establish and oversee (adjunct) faculty equipment checkout procedures, coordinate technology replacement schedule with CAS and (for regular program faculty and staff) and grant PIs/budget administrator(s) (for grant-funded personnel). Handle confidential personnel information and follow university policies on record retention.
  • Budget - Monitor the departmental budget and credit card spending along with various internally restricted accounts on a monthly basis to ensure fiscal responsibility and compliance. Work in cooperation with the CAS Budget Office to process College specific internal awarded staff, student and faculty accounts and awards. Prepare paperwork and process approved orders of supplies and equipment requested faculty and students. Keep accurate records of transactions to troubleshoot issues as they arise. Prepare hiring, payroll, and termination actions for departmental part-time staff and students.
  • Faculty Affairs – Work with the College Faculty Coordinator to process all payment authorizations for teaching, appointment, reappointment, and promotion files for the department’s full-time and adjunct faculty members. Prepare payroll authorization to ensure faculty members are paid in a timely manner. Support departmental recruitment and retention activities in coordination with faculty members and Dept. Chair. Maintain careful records of all faculty members within the department.
  • Grants and Contracts – In cooperation with grant administrators, prepare paperwork and process orders, reimbursements and equipment requested by faculty, staff, and students authorized on grant accounts within the department. Keep accurate records of transactions to troubleshoot issues as they arise. Prepare hiring, payroll, and termination actions for part-time staff and students working on external grants.
  • Course Scheduling – In cooperation with the program directors, the administrative assistant, oversee and optimize the schedules for all programs, including scheduling classes, working to recruit adjunct faculty, ensure that courses are evaluated, anticipate and support any enrollment issues. Develop and oversee DHS course schedule and curriculum plans in order to enhance sustained course enrollments throughout the academic year cycle and serve students’ needs.
  • Other duties requested and assigned by the Chair of the Dept.

Work Environment

  • The worker normally performs their job indoors in an office environment.

Position Type/Expected Hours of Work

  • Non-Exempt
  • Full Time
  • Specialist A

Salary Range

  • Commensurate with experience 

Required Education and Experience

  • H.S. Diploma or equivalent education, training and experience
  • 3-5 Years of relevant experience, or an equivalent combination of education and experience that demonstrates the necessary skills and abilities required for the job

Preferred Education and Experience

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


Additional Eligibility Qualifications

  • Candidate should possess excellent computer skills including spreadsheet, database programs and advanced word-processing skills. Knowledge of Lotus Notes and Datatel is desired.

  • The position requires someone who is self-motivated, requires minimal supervision, and demonstrates excellent interpersonal, oral and written skills.

  • Must be able to balance the needs of department students and faculty with the tasks of the office. 

  • 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.

  • 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.

  • Skill leveraging technology as a tool to research, organize, evaluate, and communicate information; ability to use digital technologies (e.g., computers, tablets, mobile devices, etc.), communication/networking tools, and social networks appropriately to access, manage, integrate, evaluate, and create information and solve work or business problems.

  • Microsoft Excel Advanced skills: the user has mastered advanced functionality including Data Validation, Pivot Tables and Charts; use formulas such as INDEX and VLOOKUP, and can create logic statements such as IF, AND, OR.

  • Skill using email, word processing, spreadsheet/ data analysis and presentation development software applications such as Microsoft Outlook, Word, Excel and PowerPoint while preparing briefings, reports and presentations.

  • Hiring offers for this position are contingent on the successful completion of a background check


  • Click here to learn about American University's unique benefit options


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Contact Us:

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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