Senior Academic Department Administrator

Company: The George Washington University
Location: Washington
Posted on: February 18, 2025

Job Description:

Senior Academic Department AdministratorEmployer will not sponsor for employment Visa status.I. JOB OVERVIEWJob 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 Arts and Sciences (CCAS), we have built our international reputation on the strength of a liberal arts education. We bring Washington into the classroom with a focus on how the media inform and influence 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.This Senior Academic Department Administrator position provides enhanced administrative support to the School of Media & Public Affairs and reports to the Director of Special Projects and Administration.Core Responsibilities:The core responsibilities of this position include managing and supporting the daily operation of an academic department within a school or college, primarily in the areas of hiring, compliance and financial management, representing the department on business affairs and/or faculty affairs to the institution community, developing and preparing budgets and financial reports for grants, general appropriations, endowments, and other funds, and coordinating and participating in a variety of human resources activities such as coordinating and initiating recruitment efforts. Additional responsibilities include providing input into non-technical portions of grant and contract proposals and assisting with research recruitment efforts, managing the hiring process for all faculty (full-time, adjunct, and visiting scholars) and students, supporting and addressing faculty classroom needs, and liaising with and assisting faculty with academic and administrative matters.Budget and Fiscal Responsibilities

• Manages and tracks SMPA fiscal year budget; runs, reconciles and presents all budget reports at monthly meetings with the Director.
• Processes procurement activities, vendor registration and setup, contracts or scope of work review; processes invoice payments and purchases; submits purchase orders as needed.
• Oversees, reviews and approves all departmental PCard expense reports under the SMPA home org.
• Processes all honorarium and stipend payments for lecturers and student awards; coordinates with award committee and GW Student Accounts for scholarship credit information.
• Coordinates with Director and Supervisor in preparing fiscal year budget for submission to CCAS Finance (annual).
• Familiarity with GW related policies and procedures.Personnel Responsibilities
  • Processes and posts faculty recruitment positions in coordination with director and CCAS Vice Dean for Faculty Affairs office; coordinates schedules and travel booking for selected applicants.
  • Processes hiring and consulting or salary payments of fellows and setup in the system for GWID; email account and office spaces.
  • Processes all adjunct faculty hires each semester.
  • Reviews and reconciles biweekly employee time cards; coordinates with projects and institutes supervisor to assure accuracy and timeliness of time card approvals for payroll processing.
  • Processes Faculty Supplemental Compensation.
  • Processes staff hiring, RAs for grant-funded projects.
  • Processes affiliate status (visiting scholars) and coordinates with the scholar for Visa requirements.Academic Class Scheduling
    • Coordinates with Associate Director on class scheduling.
    • Runs reports from scheduling system; works with all faculty on course offerings each semester; collaborates with associate director in revising and updating course information.Grants and Contracts Departmental Research Coordinator
      • Works and coordinates with principal investigator and sponsored research administrators on both pre-award and post-award activities.
      • Reviews and approves grant expenses; attends sponsored research meetings involving grants under the SMPA organization.Administrative Responsibilities
        • Manages departmental spaces and classrooms; assists faculty, staff, and other departmental staff with reserving SMPA dedicated rooms.
        • Coordinates with Facilities on moves, transportation, repairs, etc.; submits Fixit requests when needed.
        • Liaises between departments and offices within SMPA, CCAS, and GW.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 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.Preferred Qualifications:
          • Demonstrated experience in managing departmental budgets, including preparing and presenting budget reports, tracking expenses, and processing procurement activities.
          • Proven ability to manage the full lifecycle of faculty and staff recruitment.
          • Experience in coordinating academic operations, including class scheduling, course materials, and curriculum preparation.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 .II. JOB DETAILSCampus Location: Foggy Bottom, Washington, D.C.College/School/Department: Columbian College of Arts & Sciences (CCAS)Family: AdministrationSub-Family: Academic Department AdministrationStream Level: Level 1Full-Time/Part-Time: Full-TimeHours Per Week: 40Work Schedule: Monday-Friday 8:30-5:00 pmWill this job require the employee to work on site? YesTelework: NoRequired 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? NoPosting Number: S013506Job Open Date: 01/17/2025Background 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.
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Keywords: The George Washington University, Washington DC , Senior Academic Department Administrator, Accounting, Auditing , Washington, DC