Senior Academic Department Administrator

• Manages and tracks SMPA's fiscal year budget; runs, reconciles, and presents all budget reports in monthly meetings with the Director and Director of Special Projects and Administration.
• Processes procurement activities, vendor registration and setup, and contract or scope-of-work reviews; 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.

• Processes and posts faculty recruitment positions in coordination with the Director, CCAS Vice Dean for Faculty Affairs Office, and search committee; coordinates schedules and travel booking for selected applicants; finalizes recruitment.
• Processes hiring and consulting or salary payments for fellows and sets them up in the system for GWID, email accounts, and office spaces.
• Processes all adjunct faculty hires each semester.
• Reviews and reconciles biweekly employee time cards; coordinates with project and institute supervisors to ensure accuracy and timeliness of time card approvals for payroll processing.
• Processes faculty supplemental compensation.
• Processes affiliate status (visiting scholars) and coordinates with scholars regarding visa requirements.

• Runs reports from the scheduling system and works with all faculty, both full-time and part-time, on course offerings each semester.
• Works with the Associate Director in revising and updating course information in the bulletin.

• Works and coordinates with principal investigators and sponsored research administrators on both pre-award and post-award activities.

• Manages departmental spaces and classrooms; assists faculty, staff, and other departmental members with reserving SMPA-dedicated rooms
• Coordinates with Facilities on moves, transportation, repairs, etc.; submits Fixit requests as needed

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.

• Demonstrated experience in managing departmental budgets, including preparing and presenting budget reports, tracking expenses, and processing procurement activities. Ability to oversee fiscal activities, such as procurement, payments, and reconciliation of budget reports for various funds, including grants, appropriations, and endowments.
• Proven ability to manage the full lifecycle of faculty and staff recruitment, including posting positions, coordinating interviews, and processing hiring paperwork. Experience with payroll administration, faculty supplemental compensation, and working with faculty and staff on HR-related matters, such as timecards, stipends, and visa coordination for international scholars.
• Experience in coordinating academic operations, including class scheduling, course materials, and curriculum preparation in collaboration with faculty and staff. Strong organizational skills in managing departmental spaces, liaising between various internal departments, and supporting faculty with administrative needs to ensure smooth academic operations and compliance.

How is pay for new employees determined at GW?

The university is an Equal Employment Opportunity 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.