Administrative Coordinator

American University•Washington, DC

13d•$58,000 - $60,000•Hybrid

About The Position

The Administrative Coordinator supports the Department of Public Administration and Policy (DPAP) by managing day-to-day operations with administration, budgeting, course scheduling, faculty affairs, and departmental programming. This role serves as a key liaison between the department and internal stakeholders, ensuring efficient coordination of academic and operational activities. The position involves maintaining accurate course and faculty records, supporting financial transactions and procurement, facilitating faculty and student staff processes, and coordinating events and programming in collaboration with school partners. The ideal candidate will bring strong organizational, communication, and problem-solving skills to a dynamic academic environment. This position reports directly to the Chair of the Department of Public Administration and Policy. This position may supervise student workers as needed.

Requirements

Bachelor’s degree required, or equivalent education, training and experience.
3-5 years’ successful work experience managing a large administrative unit.
Effective written and oral communication skills, with the ability to convey information clearly and professionally across varied audiences is required.
Proven ability to handle sensitive and confidential materials appropriately and exercise discretion as required.
Proficient in computer applications, including intermediate-level experience with Microsoft Excel, Outlook, Word, and PowerPoint required.
Demonstrated interpersonal skills and the ability to work cooperatively in a team environment.
Dependable and professional in interactions with others.
Well-developed organizational skills with the ability to manage multiple tasks, set priorities, and meet deadlines in a dynamic setting.
Capacity to quickly learn new systems and tasks.
Demonstrated problem-solving abilities in varied work situations.
Proactive in communication and problem-solving.
Able to work independently with sound judgment.
Careful attention to detail with a consistent focus on completing tasks accurately and efficiently.

Nice To Haves

Experience working in similar functions in higher education preferred.
1 - 3 years’ experience managing budget, expenses, and/or procurement preferred.
Familiarity with Workday is preferred.

Responsibilities

Budget and Financial Coordination Manage departmental budgets by tracking expenditures, processing financial transactions, and supporting annual budget planning. Oversee procurement activities, including initiating contracts, and coordinating with vendors in accordance with university policies. Collaborate with the SPA Budget team and procurement offices to ensure all departmental purchases are in compliance with fiscal and purchasing guidelines. Communicate regularly and provide timely updates regarding the budget to the Department Chair.
Faculty Affairs Support adjunct, term, and tenure-line faculty search, hiring, and onboarding processes, manage all departmental records for faculty appointments and reviews, execute departmental communications, and assist with tracking professional development and compliance requirements. Maintain confidentiality while coordinating sensitive personnel matters and ensure that all files are saved and managed in a manner consistent with the University’s Data Classification Policy. Facilitate all scheduling and logistics for faculty searches and interviews. Work with the Chair to review candidate resumes for adjunct teaching positions. Compile and review all current adjunct faculty reappointment files including required forms, drafting memos and reports, and working with SPA faculty affairs teams to finalize.
Administration Oversee the operation of the academic department, including managing departmental communications, maintaining records and databases, coordinating meetings, and ensuring compliance with institutional policies. Serve as a primary liaison between the department and internal stakeholders. Order desk copies of books for faculty as requested. Assist new Department Chairs with leadership transitions including providing briefings and support on ongoing projects, policies, best practices, and other essential administrative functions of the department reappointments.
Course Scheduling and Academic Support Maintain the Department of Public Administration and Policy’s course schedule, including all updates to faculty assignments, course offerings, and enrollment data. Assist with the preparation and implementation of the academic schedule in coordination with the Chair, program directors, and advisers, ensuring student needs and course requirements are met. Prepare course status reports for departmental leadership as needed. Maintain an accurate and up-to-date list of courses being taught each semester and serve as the point of contact for scheduling-related communication. Maintain accurate and up-to-date faculty course load information. Coordinate with the SPA Faculty and Budget teams to ensure timely processing of adjunct and online course coordinator payments prior to the start of each semester, and promptly notify them of any changes that may impact payment throughout the term. Work with the Chair and faculty to compile curriculum course updates and changes, including coordination on curricular changes in the Curriculog system; add new courses and create permanent courses as required. Work with Institute and Program directors to implement new certificates and update programs as needed.
Programming Assist with the planning and execution of departmental meetings, events, seminars, and academic programming for the department and designated programs. In coordination with the SPA Events team coordinate logistics, facilitate any A/V needs, manage promotional materials, and ensure smooth delivery of both in-person and virtual events. Facilitate speaker contracts and payments as needed. Liaise with the SPA Events and Budget teams and external partners as required.
Other Duties as Assigned Other duties as assigned by the Chair.