Academic Program Assistant (10651)

American University, United States

Updated: 4 months ago
Location: Washington, DISTRICT OF COLUMBIA
Job Type: FullTime

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 .  


About the Department/Unit
American University’s School of Communication (AU SOC) welcomes applicants to join its creative and dynamic team of professionals. Our community is committed to the mission of engaging the most pressing issues of our time through teaching, scholarship, and professional experiences in communication and media in Washington and beyond. SOC empowers undergraduates and graduates in its programs to tell stories that influence change, inspire action, and transform our communities and our world. Faculty are leaders in their fields, contributing scholarly, creative and professional work in communication studies, film and media arts, journalism, and public communication. We know that teams perform best when they are diverse, and every team member feels that they belong. The unique contributions of SOC employees drive our success, and we are committed to building a culture where everyone has an opportunity to do meaningful work. Learn more about SOC  at american.edu/soc/.
Summary/Objective

This position provides support for School of Communication (SOC) academic divisions and associated programs within the school. The Academic Program Assistant supports SOC division directors with faculty teaching assignments, division budgets and requisitions (e.g. for events, travel, supplies, reimbursements, etc.), and division meetings and events. The incumbent supports the development and maintenance of SOC schedule of classes in accordance with curriculum needs and works with the Assistant Dean, Division Directors and advisors to manage course enrollments, additions, and cancellations. The incumbent processes adjunct faculty appointments ensuring union compliance, manages the onboarding of new adjuncts, and serves as a primary point of contact for them. This position reports to the Assistant Dean for Undergraduate Academic Services.


Essential Functions

  • Academic Division Support: Provides overall administrative support for assigned divisions and program directors and is central contact for assigned divisions’ faculty. Maintains budget spreadsheets for each division, uses a purchasing card to order items for the divisions, tracking faculty travel and events, as well as processing division discretionary expenditures and reimbursements. Updates electronic files of all division syllabi. Organizes file of potential adjuncts and advises adjunct faculty on academic processes (book orders, grading, etc.) Coordinates and presents at adjunct orientation. Assists with student and faculty award distribution. 

  • Schedule of Classes & Curricular Issues: Works with division/program directors, Assistant Dean for Undergraduate Academic Services, the Office of Student and Academic Affairs staff and Graduate Programs staff, to develop and maintain SOC Schedule of Classes for the Registrar’s Office in compliance with University policies and regulations, ensuring maximized space utilization.  Works with SOC Budget unit to ensure accurate financial information related to the schedule of classes. Works with SOC Budget unit on division tuition and fees forms.  Works with the SOC technology team to ensure that academic technology needs are met for all courses. Collects and analyzes data related to student enrollments and curriculum changes to inform course offerings in consultation with the Assistant Dean. 

  • Meeting/Event Planning and Execution: Works with assigned divisions/program directors to coordinate meeting schedules, record minutes, and gather/distribute materials as needed. Coordinates division priority special events and may provide some support with other faculty-related events in consultation with the supervisor. 

  • Other Duties As Assigned: Performs other duties, as assigned, as member of academic affairs team, which may include front desk coverage in the OSAA and throughout SOC


    • Work Environment

    • Some evening or weekend work may be required. 


    Position Type/Expected Hours of Work

    • Full-Time, 35 hours/week.

    • Specialist A.

    • Non-Exempt.

    • This is a union-eligible position.


    Required Education and Experience

    • Associate's degree or equivalent.

    • 1-3 years of relevant experience.

    • Background or interest in communication field desirable.

    • Must demonstrate superior writing ability and oral communication skills.

    • Strong multitasking and time management skills with keen attention to detail.

    • Excellent computer skills.

    • Including extensive experience with spreadsheets, and databases; strong customer-oriented focus.  

    • The ability to maintain confidentiality is essential.  

    • Must be able to work with minimal supervision and as a member of a collaborative team in an environment of accountability.

    • The ability to work within deadlines is required. 


    Preferred Education and Experience

    • Bachelor's degree.

    • 2-4 years of relevant experience.

    • Familiarity with learning management software, Microstrategy, Colleague, strong basic math skills are preferred and experience with budgeting is desirable. 


    Benefits

    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 [email protected] .

    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.


    Similar Positions