Academic Program Assistant

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Department:

School of Communication

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

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.

Job Description:

Summary:

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:

1.) 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.

2.) Schedule of Classes and 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.

3.) 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.

4.) 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.

Position Type/Expected Hours of Work:

Full-time.

35 hours per week.

Required Education and Experience:

Bachelor's degree.

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.

Ability to work within deadlines is required.

Preferred Education and Experience:

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.

Additional Eligibility Qualifications:

Employees in the School of Communication are required to work on campus in a full presence modality for the first month of their employment.

Some evening or weekend work may be required.

This is a union-eligible position.