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Graduate Program Assistant

Date: Jun 3, 2021

Location: Washington DC, DC, US, 20016

Company: American University

Summary/Objective

AU’s Center for Community Engagement and Service (CCES) is seeking a graduate student who is bright, enthusiastic, and mature. We are looking for a self-starter who is committed to social justice work to join our team as Program Assistant for DC Reads (DCR).  Approximately 200 AU students participate in the DC Reads program, a citywide tutoring program serves children across the District.  This is a valuable program for both AU students and the young students that are tutored. DC Reads and DC public schools work closely with our community partners to provide quality after school literacy programming for District students. Additionally, the position helps support the new College Access Program, which places 10 AU students a semester in high schools to act as mentors for the college application process.

Primary responsibilities also include promotion programming, event management, marketing and design, and database management. The position will support CCES and DC Reads in recruitment, preparing office materials. Administrative work includes answering the phone, responding to mail, and record keeping. Some duties of this position include but are not limited to:

  • recruiting and interviewing prospective tutors
  • assist in coordinating and managing logistics for trainings
  • contribute to and coordinate meetings and site visits with community partners
  • helping to troubleshoot the various site concerns that arise
  • monitoring tutor progress and attendance
  • Assist with program assessment and evaluations
  • Manage payroll process for DC Reads work study students in accordance with program regulations. Explain procedure, reiterate hiring policies, and emphasize student responsibilities.
  • Produce materials for student recruitment and payroll orientation students.

Some Saturday hours are required at the start of the fall and spring term for training sessions. Twice a month, evening hours will be required. Must be a team player. Previous tutoring experience is a big plus, as is previous administrative experience, education experience, work with nonprofits, and event planning. Diverse candidates encouraged to apply.

Duties & Responsibilities

  1. Manage site coordinator operations, tutor placement, and logistics
  2. Explain program procedures, hiring policies, and student responsibilities
  3. Produce materials for student recruitment, orientations, and new tutor trainings
  4. Maintain files in Engagenet
  5. Follow-up with Community partners as it relates to placement, attendance logs, tutor tracking and logistics, including payroll matters.
  6. Webpage design, social media out-reach, and other internal and external communications
  7. Assist with supervising 10-15 Team Leaders
  8. Maintain FWS student records
  9. Serve as one of the resources to students and community partners
  10. Maintain databases of students, employers, and expenditures
  11. Ensure tax forms, direct deposit, and all I-9s are on file within 3 days of hiring FWS students.
  12. Complete on-line hiring paperwork.
  13. Send biweekly and monthly emails to students and employers to encourage timely submission of and paperwork. Follow-up with students regarding individual and payroll issues.
  14. Conduct Payroll Orientations for DC Reads tutors.
  15. Assist with required federal reports and internal audits.
  16. Prepare payroll invoices
  17. Other duties as assigned

Position Type/Expected Hours of Work

  • The position averages approximately 18-20 hours/week (During September-October and January- February hours will average 25 hours/week).

Salary Range

  • $16.00/hr.

Required Qualifications

  1. Must be a graduate student
  2. Demonstrated impeccable attention to detail.
  3. Excellent communication skills and ability to work as part of a team.
  4. Familiarity with MS Excel; comfortable with technology and able to learn new programs.
  5. Honed problem-solving skills
  6. Previous administrative experience.
  7. Flexibility, initiative, and ability to work independently.
  8. Previous tutoring experience is a big plus, as is event planning experience
  9. Affinity for and/or strong accounting skills and ability to work with large amounts of data would be a plus.
  10. This position is restricted to graduate student applicants

Preferred Education and Experience

  • Experience working in a professional office environment and previous experience with database or record management
  • Experience with social media outreach (Twitter and Facebook)

Additional Eligibility Qualifications

  • The applicant should possess good judgment, rigorous attention to detail, a demonstrated ability to take initiative, responsibility, excellent writing ability, and the ability to work with staff, faculty, team leaders, tutors, and other university offices.

Other

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  • Please email cover letter and resume to jortiz@american.edu. For more information, contact Jacob Ortiz (202) 855-7323.  The Center for Community Engagement & Service located in room 273 of the Mary Graydon Center.
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Nearest Major Market: Washington DC