Senior Academic Department Administrator

Company: The George Washington University
Location: Washington
Posted on: January 23, 2025

Job Description:

Senior Academic Department AdministratorPlease see Special Instructions for more details.Employer will not sponsor for employment Visa statusI. 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.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. This role represents the department on business affairs and/or faculty affairs to the institution community, develops and prepares budgets and financial reports for grants, general appropriations, endowments, and other funds, and coordinates and participates in a variety of human resources activities such as coordinating and initiating recruitment efforts.Budget and Fiscal Responsibilities

• Manages and tracks SMPA fiscal year budget; runs, reconciles, and presents all budget reports at monthly meetings with the Director and Director of Special Projects and Administration.
• 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 the 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
  • Processes and posts faculty recruitment positions in coordination with the director, CCAS Vice Dean for Faculty Affairs office; posts advertising, coordinates with search committee, coordinates schedules and travel booking for selected applicants, then processes and finalizes recruitment.
  • Processes hiring and consulting or salary payments for fellows and setups 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; coordinates and works with all faculty, full time and part time on course offerings each semester; works with associate director in revising and updating course information on bulletin.Grants and Contracts Departmental Research Coordinator
      • Works and coordinates with principal investigator, sponsored research administrators 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 - 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.Targeting an April 1, 2025 Start for this 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.Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: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, including posting positions, coordinating interviews, and processing hiring paperwork.
          • Experience in coordinating academic operations, including class scheduling, course materials, and curriculum preparation in collaboration with faculty and staff.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 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: 01/17/2025Job 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.Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
            • * Are you currently employed at George Washington University?
              • Yes
              • No
              • * For current GW employees, have you completed your Introductory Employment Period (IEP)?
                • Yes, IEP complete
                • No, still in IEP
                • N/a - not a current GW employee
                • * What is your salary range expectation?(Open Ended Question)Documents needed to ApplyRequired Documents
                  • Resume
                  • Cover LetterOptional DocumentsHuman Resource Management & Development2013 H Street, NW, 3rd FloorWashington, DC 20006
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