Academic Department Administrator

Posting Details

I. Job Overview

Job Description Summary:

The School of Media and Public Affairs ( SMPA ) is a leader in media, journalism and political communication instruction and research. As part of the Columbian College of Art and Sciences ( CCAS ), we have built our international reputation on the strength of a liberal art education. We bring Washington into the classroom with a focus on how the media informs and influences policy and politics in a democracy. Students engage with the world around them through internships and access to decision makers, community leaders and power brokers.

The Academic Department Administrator position is the primary staff person responsible for ensuring a professional and positive experience for all visitors or callers to the main suite of the School of Media and Public Affairs. The position interfaces with a wide variety of people, including prospective and current students, faculty, staff, parents, and other visitors. This position reports directly to the Director of Special Projects and Administration and works closely with the Departmental Operations Manager and the Director of the Institute for Public Diplomacy and Global Communication ( IPDGC ). This is a non-exempt position and will require clocking in and out using the university’s Time Reporting System.

As part of the regular responsibilities the position is responsible for:

• Performs general front desk duties including but not limited to; answers departmental main phone line, welcomes and orients visitors, receives deliveries, or receives, organizes and reviews incoming correspondence.
• Works alongside the Senior Student Services Specialists on hiring and managing Federal Work Study students.
• Assists departmental space reservations for faculty, staff, and students.
• Serves as departmental power user for Facilities work requests; researches and submits Facilities work requests on behalf of departmental faculty and staff. Records and monitors progress of work and follows up on requests as needed.
• Monitors and responds to departmental email accounts, listservs, and processes, and addresses everyday administrative requests.
• Maintains historical files and similar documentation applicable to the School, such as syllabi from courses, staff onboarding documentation, etc.
• Collaborates with the Director, Associate Director, and Departmental Operations Manager regarding course scheduling needs for the department and follows up with faculty to communicate changes.
• Assists office supply inventory; orders office supplies; responsible for creating purchase orders for lab supplies and equipment using EAS ; submits invoice payments. Prepares, maintains, and oversees record-keeping, tracking and follow-through of expenditures required operations.
• Serves as a liaison between the department and other GW offices including but not limited to Payroll, the Dean’s Office, Registrar, Career Center, Study Abroad Office, Research Services, Cashier’s Office, and Facilities Management.
• Assists the Director of IPDGC on endowment drawdown requests, processing awards from endowment, reimbursements, and any expenses associated with IPDGC
  
  

Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

Qualified candidates will hold a high school diploma/ GED plus 3 years of relevant professional experience, or, a Bachelor’s degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Preferred Qualifications

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:

• Strong organizational skills, self-motivated, possess solid computer skills and a demonstrated ability to manage multiple priorities and work under pressure to meet deadlines.
• Attention to detail.
• Excellent communication and customer relations skills.
• Prior administrative experience is preferred.
• Experience working in higher education is desired.
• Ability to take directions and work independently.
• Ability to learn systems such as iBuy, Quickbooks, Kronos, Fixit, etc. quickly and efficiently is desired.
• Excellent time management skills and ability to work well in an office full time.
  
  

Hiring Range $21.27 - $27.63

GW Staff Approach to Pay

How is pay for new employees determined at GW?

Healthcare Benefits

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits. For program details and eligibility, please visit https://hr.gwu.edu/benefits-programs.

II. JOB DETAILS

Campus Location: Foggy Bottom, Washington, D.C.

College/School/Department: Columbian College of Arts & Sciences (CCAS)

Family Administration

Sub-Family Academic Department Administration

Stream Service and Support

Level Level 3

Full-Time/Part-Time: Full-Time

Hours Per Week: 40

Work Schedule: Monday through Friday, 8:00am-5:00pm

Will this job require the employee to work on site? Yes

Employee Onsite Status On-campus (in person)

Telework: No

Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search

Special Instructions To Applicants

Employer will not sponsor for employment Visa status

Internal Applicants Only? No

Posting Number: S013164

Job Open Date: 07/05/2024

Job Close Date

If temporary, grant funded or limited term appointment, position funded until:

Background Screening Successful Completion of a Background Screening will be required as a condition of hire.

EEO Statement

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.