What are the responsibilities and job description for the Senior Academic Department Administrator position at The George Washington University?

Senior Academic Department Administrator

Please see Special Instructions for more details.

Employer will not sponsor for employment Visa status.

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 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. Responsibilities also include representing the department on business affairs and / or faculty affairs to the institutional 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, including onboarding to the department, supporting and addressing faculty classroom needs, and liaising with faculty on 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 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 organization.
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

Processes and posts faculty recruitment positions in coordination with the director and CCAS Vice Dean for Faculty Affairs office; posts advertising, coordinates schedules and travel booking for selected applicants, then processes and finalizes recruitment.

Processes hiring and consulting or salary payments of fellows and sets them up 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 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.

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 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 : Level 1

Full-Time / Part-Time : Full-Time

Hours Per Week : 40

Work Schedule : Monday-Friday 8 : 30-5 : 00 pm

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

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 : S013506

Job Open Date : 01 / 02 / 2025

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 Questions

Required fields are indicated with an asterisk (

Are you currently employed at George Washington University?

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 Apply

Required Documents

Resume

Cover Letter

Optional Documents

Human Resource Management & Development

Before applying for this role, please read the following information about this opportunity found below.

2013 H Street, NW, 3rd Floor

Washington, DC 20006

J-18808-Ljbffr

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