American University
Coordinator, Logistics & Operations
American University, Washington, District of Columbia, us, 20022
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
Undergraduate Education
Time Type
Full time
Job Type
Regular
FLSA Status
Non-Exempt
Work Modality
Hybrid 01 (On Campus 3-4 Days/Week)
Union
Excluded
Job Description
Summary:
As a part of the Office of Undergraduate Education and Academic Student Support (UEAS), the Coordinator of Logistics & Operations assists with the operational and logistical functions of the department’s work to support multiple student-focused functional areas.
Specifically, the Coordinator of Logistics & Operations supports program and event logistics as well as UEAS academic administration functions such as purchasing supplies, making travel arrangements, and other financial transactions. The coordinator supports UEAS communication activities such as Newsletter distribution, UEAS email, and maintenance of the unit’s web sites and pages for communication with internal and external stakeholders. The coordinator provides project management functions for improvements in AU’s undergraduate processes, service delivery, office policies and procedures.
This position provides administrative support for logistics and operations to the Dean of Undergraduate Education.
This position reports directly to the Executive Director of Undergraduate Education.
Essential Functions
Support to Dean of Undergraduate Education and UEAS Provides administrative support to the Dean of Undergraduate Education, including managing the calendar, appointments, and scheduling requests. This includes planning and management with limited consultations, resolving scheduling conflicts. This position also schedules routine and special meetings for standing and ad hoc issues involving multilevel staff and internal and external stakeholders. This includes room reservations, managing attendee invites, room setting up (including appropriate technology set up and testing for hybrid meetings), note taking, and catering as necessary. This position provides background information, talking points, and briefing materials for the Dean. Post meetings, the position is responsible for providing meeting minutes and follows up on action items with the Dean. Financial Communication Supports the day-to-day business operations essential to carrying out purchasing and other financial transactions for UEAS within budget. Responsible for timely credit card purchases and transaction reconciliation for the Dean’s Office, and other UEAS departments, as needed, to ensure programs are adequately resourced to deliver services and execute activities. Office Management and Operations Ensure a positive organizational culture by providing courteous, friendly, and efficient front-line customer service to Dean’s Office visitors and answers inquiries via phone, walk-in, etc. Respond to email and voicemail messages and inquiries in the UEAS inbox and take appropriate action. Perform office duties including, but not limited to, handling incoming and outgoing mail, making copies and monitoring and ordering office supplies. Maintain and update listservs and contact lists. Coordinate routine and ad hoc office maintenance service completion, including Facilities Management and Information Technology support. Support Undergraduate Curriculum Committee in conjunction with Dean. Perform duties associated with scheduling, organizing, and operating events, including arranging vendors services, overseeing the production and distribution of materials, and administrative 3-5logistics. Assist with general program and student service administration and operations, as assigned. Provides administrative support for ongoing and new projects for UEAS functional areas and performs related tasks, as assigned. Triage emergent situations, as assigned, and facilitate next step(s) or resolution or forward to appropriate staff/faculty member for resolution. Monitors and assists with the management of the Undergraduate Regulation SharePoint site to ensure student petitions are resolved in a timely manner. Communication Support the day-to-day communications and outreach activities for the Dean’s Office and UEAS. Create content for Dean’s weekly team newsletter. Facilitate communication between UEAS and internal/external audiences through social media (Twitter, Instagram). Coordinate UEAS webpage updates with OIT to ensure content is timely, relevant, accurate, and accessible. Prepares and drafts initial correspondence and memoranda as assigned by the Dean of Undergraduate Education. Other Duties as Assigned.
Competencies
Serving Customers. Making Accurate Judgments and Decisions. Prioritizing and Organizing. Acquiring and Analyzing Information. Supporting Coworkers.
Position Type/Expected Hours Of Work
Full time. 35 hours per week. Standard business hours are 9:00am – 5:00pm. Occasional evening and weekend work may be required. This position is eligible for Hybrid 1.
Salary
$27 - $30 per hour.
Required Education And Experience
High School Diploma or G.E.D. 2-4 years of relevant experience. Ability to effectively and efficiently communicate both verbally and in writing. Highly developed interpersonal skills, the ability to deal properly with confidential material, and the ability to represent the Dean within a variety of activities. Must have experience managing a calendar or be able to demonstrate experience that lends itself to managing an executive’s schedule. Fluency with the Microsoft Office Suite, specifically Outlook, Word, and Excel. Moderate proficiency with graphic design (Canva, Adobe, etc.). Demonstrated ability to use independent judgment and discretion with minimal supervision. Must demonstrate excellent project and time management skills, attention to detail, and analytical and problem-solving skills. Ability to take initiative and multi-task under pressure. Must be dependable and discreet, and exhibit professional demeanor. Demonstrated customer service orientation.
Preferred Education And Experience
Bachelor's degree or equivalent. 4-6 years of relevant experience. Experience in academic, education, or non-profit setting. Experience drafting professional memos, executive correspondence, or reports. Experience with student management systems and database platforms. Experience using Share Point is a plus. Experience with web development and maintenance, social media, and content management system.
Travel Required
There is no travel required for this position.
Additional Eligibility Qualifications
Hiring offers contingent upon successful completion of a background check.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits
AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.
Other Details
Hiring offers for this position are contingent on successful completion of a background check. Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university. Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. American University is an E-Verify employer.
Current American University Employees
American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University careers site, email theworkline@american.edu.
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities. #J-18808-Ljbffr
Department
Undergraduate Education
Time Type
Full time
Job Type
Regular
FLSA Status
Non-Exempt
Work Modality
Hybrid 01 (On Campus 3-4 Days/Week)
Union
Excluded
Job Description
Summary:
As a part of the Office of Undergraduate Education and Academic Student Support (UEAS), the Coordinator of Logistics & Operations assists with the operational and logistical functions of the department’s work to support multiple student-focused functional areas.
Specifically, the Coordinator of Logistics & Operations supports program and event logistics as well as UEAS academic administration functions such as purchasing supplies, making travel arrangements, and other financial transactions. The coordinator supports UEAS communication activities such as Newsletter distribution, UEAS email, and maintenance of the unit’s web sites and pages for communication with internal and external stakeholders. The coordinator provides project management functions for improvements in AU’s undergraduate processes, service delivery, office policies and procedures.
This position provides administrative support for logistics and operations to the Dean of Undergraduate Education.
This position reports directly to the Executive Director of Undergraduate Education.
Essential Functions
Support to Dean of Undergraduate Education and UEAS Provides administrative support to the Dean of Undergraduate Education, including managing the calendar, appointments, and scheduling requests. This includes planning and management with limited consultations, resolving scheduling conflicts. This position also schedules routine and special meetings for standing and ad hoc issues involving multilevel staff and internal and external stakeholders. This includes room reservations, managing attendee invites, room setting up (including appropriate technology set up and testing for hybrid meetings), note taking, and catering as necessary. This position provides background information, talking points, and briefing materials for the Dean. Post meetings, the position is responsible for providing meeting minutes and follows up on action items with the Dean. Financial Communication Supports the day-to-day business operations essential to carrying out purchasing and other financial transactions for UEAS within budget. Responsible for timely credit card purchases and transaction reconciliation for the Dean’s Office, and other UEAS departments, as needed, to ensure programs are adequately resourced to deliver services and execute activities. Office Management and Operations Ensure a positive organizational culture by providing courteous, friendly, and efficient front-line customer service to Dean’s Office visitors and answers inquiries via phone, walk-in, etc. Respond to email and voicemail messages and inquiries in the UEAS inbox and take appropriate action. Perform office duties including, but not limited to, handling incoming and outgoing mail, making copies and monitoring and ordering office supplies. Maintain and update listservs and contact lists. Coordinate routine and ad hoc office maintenance service completion, including Facilities Management and Information Technology support. Support Undergraduate Curriculum Committee in conjunction with Dean. Perform duties associated with scheduling, organizing, and operating events, including arranging vendors services, overseeing the production and distribution of materials, and administrative 3-5logistics. Assist with general program and student service administration and operations, as assigned. Provides administrative support for ongoing and new projects for UEAS functional areas and performs related tasks, as assigned. Triage emergent situations, as assigned, and facilitate next step(s) or resolution or forward to appropriate staff/faculty member for resolution. Monitors and assists with the management of the Undergraduate Regulation SharePoint site to ensure student petitions are resolved in a timely manner. Communication Support the day-to-day communications and outreach activities for the Dean’s Office and UEAS. Create content for Dean’s weekly team newsletter. Facilitate communication between UEAS and internal/external audiences through social media (Twitter, Instagram). Coordinate UEAS webpage updates with OIT to ensure content is timely, relevant, accurate, and accessible. Prepares and drafts initial correspondence and memoranda as assigned by the Dean of Undergraduate Education. Other Duties as Assigned.
Competencies
Serving Customers. Making Accurate Judgments and Decisions. Prioritizing and Organizing. Acquiring and Analyzing Information. Supporting Coworkers.
Position Type/Expected Hours Of Work
Full time. 35 hours per week. Standard business hours are 9:00am – 5:00pm. Occasional evening and weekend work may be required. This position is eligible for Hybrid 1.
Salary
$27 - $30 per hour.
Required Education And Experience
High School Diploma or G.E.D. 2-4 years of relevant experience. Ability to effectively and efficiently communicate both verbally and in writing. Highly developed interpersonal skills, the ability to deal properly with confidential material, and the ability to represent the Dean within a variety of activities. Must have experience managing a calendar or be able to demonstrate experience that lends itself to managing an executive’s schedule. Fluency with the Microsoft Office Suite, specifically Outlook, Word, and Excel. Moderate proficiency with graphic design (Canva, Adobe, etc.). Demonstrated ability to use independent judgment and discretion with minimal supervision. Must demonstrate excellent project and time management skills, attention to detail, and analytical and problem-solving skills. Ability to take initiative and multi-task under pressure. Must be dependable and discreet, and exhibit professional demeanor. Demonstrated customer service orientation.
Preferred Education And Experience
Bachelor's degree or equivalent. 4-6 years of relevant experience. Experience in academic, education, or non-profit setting. Experience drafting professional memos, executive correspondence, or reports. Experience with student management systems and database platforms. Experience using Share Point is a plus. Experience with web development and maintenance, social media, and content management system.
Travel Required
There is no travel required for this position.
Additional Eligibility Qualifications
Hiring offers contingent upon successful completion of a background check.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits
AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.
Other Details
Hiring offers for this position are contingent on successful completion of a background check. Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university. Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. American University is an E-Verify employer.
Current American University Employees
American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University careers site, email theworkline@american.edu.
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities. #J-18808-Ljbffr