Administrative Coordinator

Overview

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department
School of Public Affairs

Time Type
Full time

Job Type
Regular

FLSA Status
Non-Exempt

Work Modality
Hybrid 01 (On Campus 3-4 Days/Week)

Union
SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description: The Administrative Coordinator supports the Department of Public Administration and Policy (DPAP) by managing day-to-day operations with administration, budgeting, course scheduling, faculty affairs, and departmental programming. This role serves as a key liaison between the department and internal stakeholders, ensuring efficient coordination of academic and operational activities.

The position involves maintaining accurate course and faculty records, supporting financial transactions and procurement, facilitating faculty and student staff processes, and coordinating events and programming in collaboration with school partners. The ideal candidate will bring strong organizational, communication, and problem-solving skills to a dynamic academic environment.

This position reports directly to the Chair of the Department of Public Administration and Policy. This position may supervise student workers as needed.

• Budget and Financial Coordination:
  Manage departmental budgets by tracking expenditures, processing financial transactions, and supporting annual budget planning. Oversee procurement activities, including initiating contracts, and coordinating with vendors in accordance with university policies. Collaborate with the SPA Budget team and procurement offices to ensure all departmental purchases are in compliance with fiscal and purchasing guidelines. Communicate regularly and provide timely updates regarding the budget to the Department Chair.
• Faculty Affairs:
  Support adjunct, term, and tenure-line faculty search, hiring, and onboarding processes, manage all departmental records for faculty appointments and reviews, execute departmental communications, and assist with tracking professional development and compliance requirements. Maintain confidentiality while coordinating sensitive personnel matters and ensure that all files are saved and managed in a manner consistent with the University’s Data Classification Policy. Facilitate all scheduling and logistics for faculty searches and interviews.
  
  Work with the Chair to review candidate resumes for adjunct teaching positions. Compile and review all current adjunct faculty reappointment files including required forms, drafting memos and reports, and working with SPA faculty affairs teams to finalize.
• Administration:
  Oversee the operation of the academic department, including managing departmental communications, maintaining records and databases, coordinating meetings, and ensuring compliance with institutional policies. Serve as a primary liaison between the department and internal stakeholders. Order desk copies of books for faculty as requested. Assist new Department Chairs with leadership transitions including providing briefings and support on ongoing projects, policies, best practices, and other essential administrative functions of the department reappointments.
• Course Scheduling and Academic Support:
  Maintain the Department of Public Administration and Policy’s course schedule, including all updates to faculty assignments, course offerings, and enrollment data. Assist with the preparation and implementation of the academic schedule in coordination with the Chair, program directors, and advisers, ensuring student needs and course requirements are met. Prepare course…