American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about
American University
Kogod School of Business
Time Type:
Full time
Hybrid 01 (On Campus 3-4 Days/Week)
SEIU Local 500 - Provost & Enrollment Division
This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. 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 - Provost & Enrollment Division.
Position Summary:
The Senior Administrative Assistant is responsible for ensuring the high-level functioning and day-to-day operational support of Kogod’s Office of Undergraduate Programs (UGP), which includes the Kogod Undergraduate Academic Advising team (KSB Advising) and Associate Dean for undergraduate Programs and Student Services. The incumbent manages all UGP technology tools, including but not limited to: Business Intelligence, Colleague, CRM Advise, YouCanBook.Me, SharePoint, Qualtrics, and Event Management System (EMS). Additionally, the Senior Administrative Assistant composes and communicates UGP, KSB Advising, and University updates with students via email. The Senior Administrative Assistant will also coordinate with the Office of the University Registrar, AU Abroad, and Kogod faculty reviewers in reviewing and articulating abroad and domestic courses.
The Senior Administrative Assistant oversees all daily office operations and proactively identifies advising-related issues (communication, technology, student-specific, etc.) to escalate UGP’s senior leadership for troubleshooting and resolution. This role requires minimal direct supervision and relies on careful decision making and considerable independent problem-solving. This is a union-eligible position.
Organizational Characteristics:
This position reports directly to the Director of Undergraduate Programs.
The Senior Administrative Assistant supervises a team of up to 5 student workers and often serves as the first point of contact for visitors to UGP, including 1100+ undergraduate students enrolled in the Kogod School of Business.
Essential Functions:
Administrative Support: The Senior Administrative Assistant provides administrative support to the Office of Undergraduate Programs (UGP). The incumbent manages all technology tools for the team, including but not limited to: MicroStrategy Business Intelligence, Colleague, CRM Advise, YouCanBook.Me, SharePoint, Qualtrics, and Event Management System (EMS). This role also serves as the front-line staff member for students/parents/faculty/staff and must process and maintain the confidentiality of student records, coordinate calendars, manage room reservations, and run reports. The Senior Administrative Assistant will also coordinate with the Office of the University Registrar, AU Abroad, and Kogod faculty reviewers in reviewing and articulating abroad and domestic courses.
Process Management and Communications: The Senior Administrative Assistant manages internal tracking processes, including graduation clearance, transcript review, Dean’s List, graduation applications and eligibility, and others. The incumbent also utilizes information from Kogod staff, faculty, and administrators, and campus partners to craft and disseminate important information to students such as course availability and changes to internal processes.
Data Reporting: The Senior Administrative Assistant gathers data through various systems (MicroStrategy Business Intelligence, Colleague, YouCanBook.Me, SharePoint, CRM Advise, etc.) to be used for reporting purposes. The incumbent will collaborate with the Assistant Director of Data Analytics on substantial data projects.
Student Worker Supervision: The incumbent will be responsible for hiring and managing student workers to support the front-line operations (i.e. answering phones, filing, greeting students). The Senior Administrative Assistant will maintain adequate and appropriate student worker coverage and resolve any student worker issues.
Other Duties as Assigned. Other duties as assigned includes aiding other Kogod departments, participating in Kogod-wide events such as commencement, managing events such as the Dean’s List reception, and assisting with other projects as they arise.
Dimensions:
The Senior Administrative Assistant will support the Office of Undergraduate Programs, including the Associate Dean of Undergraduate Programs and Student Services, Director of Undergraduate Programs, two Assistant Directors, two Academic Advisors, and up to five student workers.
This is a critical position for Kogod given the evolving nature of the AU student body, which includes increasing numbers of first-generation students, students of color, Pell-eligible students, international students, student-athletes, and other populations of students that benefit from efficient and effective support services.
Position Type/Expected Hours of Work:
Salary Range:
Required Education and Experience:
Bachelor’s degree or equivalent.
Minimum 4 years of professional experience years, preferably in higher education.
Excellent attention to detail with strong ability to prioritize and multi-task in a dynamic and high-pressure environment.
Demonstrated ability to work as part of a team and develop productive working relationships with multiple constituencies (students, faculty, staff, alumni, and parents).
Proven ability to use current technology and information systems to analyze data, manage projects, and facilitate decision-making.
Preferred Experience:
Experience managing academic enterprise software applications such as Business Intelligence, Colleague, CRM Advise, YouCanBook.Me, SharePoint, Event Management System (EMS), and Qualtrics.
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.
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.
American University is an
E-Verify
employer.
Current American University Employees
American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.
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.