Senior Administrative Affairs Assistant Accounting Department job at The American University

Senior Administrative Affairs Assistant, Accounting Department, (School of Business)

Reports to: Executive Assistant to Chair

Purpose: The job holder will handle and coordinate the academic and administrative tasks at the accounting department, including adjunct faculty contracts, academic schedule of classes, book orders and requisitions, faculty support grant, supervision of typing materials and exams, purchase requisitions and inventory control and staff leaves, records and administrative matters. He/she will also administer faculty teaching assignments on Banner.

Principal Accountabilities:

Provide administrative support for students

• Help students in the registration processes and procedures
• Register students in courses during the drop/add cycles
• Help students in their petitions and petition management process for their major
• Handle incomplete grade forms and following up with the professors and students
• Handle change of grade forms
• Calculate the declaration cut-off scores of major and minor cycles
• Follow up with the independent study cases
• Manage the overloads, independent studies, substitutions and advising
• Compile final grades and send them to registrar office

Provide administrative support for faculty

• Assist in preparing contracts for adjunct faculty
• Assist in preparing full-time and adjunct faculty loads
• Assist in preparing teaching assistants loads
• Responsible for orientation of new adjunct faculty
• Responsible for compiling the course portfolio from each professor and making sure that each accounting course portfolio is available and complete

Administrative tasks

• Assist in preparing the schedule of classes
• Responsible for the meeting minutes of the accounting department meetings each month
• Coordinate transfer applications with the University registrar
• Handle all relevant office work: draft, type, photocopy all required documents, handle routine departmental correspondence, send, receive, classify and distribute mail (including confidential documents), receive (and redirect as appropriate) phone calls and emails directed to department
• Manage department stationery supply, maintain, organize and update office files in accordance with the internal procedures
• Maintain records of all course outlines

Marketing and publicity

• Create, assist in designing and processing brochures, course and event flyers
• Assist in managing the daily operations of the department
• Submit and follow up on repair and maintenance requests
• Manage all logistical tasks, including organizing and scheduling meetings, contacting participants, booking rooms, recording and transcribing minutes
• Performs any other related tasks as assigned

Requirements:

Minimum Education Requirement:

• Bachelor’s degree is a must

Experience:

• 5 - 7 years of relevant experience, preferably in an academic setting.

Skills:

• Excellent interpersonal, communication and management skills and demonstrated ability to take initiative is required
• Extremely well organized and detail oriented
• Demonstrated ability to work under pressure, to multi-task and to be self-motivated is essential
• Excellent computer skills
• High level of confidentiality and attention to details
• High level of commitment to provide excellent customer service
• Excellent in both English and Arabic language