Senior Academic Department Administrator

• Establishes procedures for conducting daily departmental operations in accordance with the administrator's policy guidelines and the overall needs of the University.
• Answers phones and emails to the department and directs all incoming calls to the appropriate party promptly and efficiently. Communicates and handles incoming and outgoing electronic communications on behalf of the Department Chair.
• Manages general office duties including answering phones, responding to emails, ordering supplies, processing routine maintenance requests, etc.
• Organizes schedule and duties of work-study students
• Serves as the liaison between the department and the public as well as other University offices, e.g., the Dean's Office, Academic Scheduling, Facilities Maintenance, Accounts Payable, Procurement, Payroll, and Human Resources.
• Receives and orients visitors, advises students, trains new employees, and speaks to campus organizations as a representative of the supervisor.
• Communicates with other University representatives, government agencies, student or alumni groups, learned societies, accreditation bodies, and other individuals or groups to exchange information, enlist cooperation, and implement departmental programs.
• Maintains academic and administrative records, policy and decision files, regulations, historical files, and similar documentation applicable to the programs administered.
• Serves as a trouble-shooter in solving routine, administrative, or procedural problems, collaborating with other departments as needed. Handles complex inquiries or refers them as appropriate.
• Plans, organizes, schedules, and coordinates departmental or University-wide activities such as speaker events, departmental special events, graduation ceremonies, conferences, and other faculty, student, or alumni functions.
• Works closely with the Chair on special projects.
  

• Researches, compiles, and analyzes information and suggests alternative policies, procedures, or work assignments to improve operations or to comply with changing legal or funding requirements.
• Researches, evaluates, and prepares data and documentation for the Chair's public events and to meet administrative needs, such as Department

• Prepares a variety of publications, memos, correspondence, research monographs, and proposals designed to effect action or publicize departmental activities. This includes maintaining the department's social media presence.
• Composes functional and policy statements, and interpretive memos for the supervisor's signature.
• Manages compliance/tracking for research and grants/proposals and related paperwork to support research staff with paperwork (both pre- and post-proposal).
• Serves as an administrative extension to the Chair in preparing, reviewing, and approving reports and documents.

• Responsible for all financial transactions for the program. Submits travel and scholarly travel reimbursement requests, reconciles P-Card statements in a timely manner, and on a monthly basis. Makes purchase decisions, creates purchase orders, and processes payment requests to get vendors paid. Monitors and reconciles the office expenses on a monthly basis. Expedites procurement requests, monitors office expenses and budgets, and reconciles expense or payroll discrepancies.
• Assists the Department Chair with the planning and preparation of budget proposals and subsequent adjustments. Assists in compiling and documenting funding requests, and monitoring and controlling program funds.

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization. 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.

• Proven experience in managing daily operations within an academic setting, ensuring compliance with university policies, and demonstrating strong organizational skills.
• Strong proficiency in budget preparation, financial reporting, and managing grants, with the ability to monitor and reconcile program funds effectively.
• Exceptional communication and customer service skills, capable of liaising with faculty, staff, and external stakeholders while supporting academic needs and addressing complex inquiries.

How is pay for new employees determined at GW?

The university is an Equal Employment Opportunity 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.