Academic Department Administrator I

The George Washington University; Washington (District of Columbia); On-site; USD 40,000 - 80,000; Full time

Job summary

An established academic institution seeks a dedicated Academic Department Administrator to oversee operations within the Writing Center. This role involves managing a diverse team, ensuring effective communication, and maintaining a supportive environment for students and faculty. The successful candidate will be responsible for budget management, scheduling, and facilitating professional development workshops. This is a fantastic opportunity to contribute to a vibrant academic community and enhance the writing skills of students across various disciplines. If you are passionate about education and possess strong organizational skills, this position is ideal for you.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Retirement Savings

Tuition Benefits

Time Off & Leave

Life & Disability Insurance

Qualifications

• 3+ years of relevant experience or a Bachelor's degree required.
• Proficiency in budget management and accounting procedures preferred.

Responsibilities

• Supervise and mentor student staff in a collaborative environment.
• Manage Writing Center finances and maintain accurate records.
• Coordinate schedules and manage online appointment systems.

Skills

Budget Management

Accounting Procedures

Microsoft Office (Excel)

Adobe Acrobat

Google Docs

Communication Skills

Education

High School Diploma or GED

Bachelor’s Degree in Relevant Area

Tools

Zoom

Slack

Concur

Penji Appointment Scheduling

Drupal

Asana

Job description

Please see Special Instructions for more details.

Employer will not sponsor for employment Visa status

I. JOB OVERVIEW

Job Description Summary:

The GW Writing Center is one of three branches of the University Writing Program ( UWP ) at GWU , which also includes First-Year Writing and Writing in the Disciplines. The UWP offers courses to strengthen every GW student’s ability to write clearly and effectively at the university and in other arenas.

The GW Writing Center offers free, peer-based support to students and faculty from across the university. Clients participate in one-on-one sessions with student consultants on their projects at all stages of the writing process. Our collaborative approach helps clients enhance their writing skills and become more effective editors of their own work.

The Academic Department Administrator I reports to the University Writing Program Administrative Supervisor and works closely with the Writing Center Director to manage a staff of approximately fifty people, including graduate consultants, undergraduate consultants, and front-office assistants.

Coordinate the Writing Center Office

• Serve as both a supervisor and a mentor to all student staff in the Writing Center, fostering a safe, inclusive, and cohesive atmosphere in line with the GWWC Community Standards. Track and enforce employment expectations with student employees; communicate employee concerns with the Director.
• Maintain a consistent and punctual schedule of 40 hours per week, with a majority of hours spent in person and some hours conducted virtually. The GW Center is typically open 56 hours a week.
• Maintain communication with and attend one-on-one meetings with the UWP Admin Supervisor across campuses, updating them on any relevant information.
• Prepare and process all Center finances, including purchase orders, invoices, expense reports, and expense reimbursements. Maintain Writing Center & Director’s P-cards.
• Manage the Writing Center website, ensuring accurate policy, schedule, and consultant profile information.
• Hire and maintain records for upwards of 50 student staff members.
• Manage timekeeping for all hourly employees in the Center, including scheduling in the Center’s scheduling software.
• Train and supervise Front Office Assistants as receptionists to ensure client expectations are met regarding GWWC policies and Community Standards. Hold regular one-on-one check-in meetings; design and facilitate Professional Development Workshops.
• Create and conduct incoming consultant training on GWWC policies and practices, including outreach, key training, and satellite training.
• Maintain lab computers, office systems, and equipment, as well as Center facilities; submit and monitor IT and facilities tickets.
• Secure rooms, supplies, and catering as needed for staff meetings and other events. Record attendance and take minutes at staff meetings.
• Assist in creating, coordinating, and facilitating community-building events, activities, and exercises.
• Keep inventory and order supplies for the GWWC .

Collaboration with GWWC Director

• Coordinate Center management responsibilities with the Director; the coordinator may assume these responsibilities when the Director is otherwise engaged with university work.
• Attend weekly meetings with the Writing Center Director to update and strategize on client and employee concerns and policies, and work on long-term planning.
• Serve as the first point of contact for clients, maintain client records, provide client scheduling support, and resolve client concerns. Inform or escalate issues to the Director as needed.
• Assist the Writing Center Director and UWP Admin Supervisor in assessing and developing the annual budget, as well as writing yearly reports in compliance with institutional policies and procedures.
• Help coordinate and lead full staff meetings three times a semester and Professional Development meetings twice a semester, while also providing IT support as needed.
• Act as a liaison between the Writing Center and other library and university departments.
• Collaborate with the Director to schedule and onboard apprentice consultants (from the required training class).

Manage the Writing Center Schedule

• Communicate with Center staff (approximately 50 consultants and front-office assistants) to create, update, and maintain the schedules for fall and spring semesters, finals weeks, and summer sessions. This includes staffing for at least three different Centers: Gelman, Eckles, and Himmelfarb, as well as the virtual center on Zoom.
• Manage the Writing Center’s online appointment scheduling system by setting up the software for the semester, accurately entering appointment schedules, and making appointments available at appropriate times. Instruct staff on accessing and using this online system.
• Schedule staff for outreach events, class visits, and other occasional workshop requests.
• Keep designated “on call” hours to ensure coverage and handle concerns.
• Oversee emergency student employee schedule changes; keep data on staff absences. Work to find coverage for shifts that are uncovered.

Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a high school diploma/ GED plus 3 years of relevant professional experience, or, a Bachelor’s degree or higher in a relevant area of study. 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:

• Prior experience with budget creation and management.
• Knowledge of accounting/bookkeeping procedure.
• Proficiency with online shared documents programs such as Adobe Acrobat, Google Docs, Sheets, and Forms is strongly preferred.
• Use of Microsoft Office programs, especially Excel is highly desired.
• Familiarity with Concur, Penji appointment scheduling, Zoom, Drupal, Slack, When to Work, and Banner, and/or task sharing programs such as Asana is preferred.
• Past use of GW applications like Fix-It and Insight or Tableau would be a bonus.
• Ability to maintain confidentiality of records and information.

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:

Campus Location: Foggy Bottom, Washington, D.C.

College/School/Department:

College/School/Department: Columbian College of Arts & Sciences (CCAS)

Family

Family Administration

Sub-Family

Sub-Family Academic Department Administration

Stream

Stream Service and Support

Level

Level Level 3

Full-Time/Part-Time:

Full-Time/Part-Time: Full-Time

Hours Per Week: 40

Work Schedule:

Work Schedule: Monday-Friday; 8:30am-5:30pm

Will this job require the employee to work on site?

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

Employee Onsite Status

Telework:

Telework: No

Required Background Check:

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?

Internal Applicants Only? No

Posting Number:

Posting Number: S013697

Job Open Date:

Job Open Date: 05/05/2025

Job Close Date:

If temporary, grant funded, Sponsored Project 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 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 with The George Washington University?
  • No
  • Yes
• * For current GW employees, have you completed your Introductory Employment Period (IEP)? (As a reminder,employees in their IEP are not eligible to apply for other internal university staff and research positions until the IEP is complete.)
  • Yes, IEP complete
  • No, still in IEP
  • N/a - not a current GW employee
• * What is your expected salary range?

  (Open Ended Question)

Documents needed to Apply

Required Documents

• Resume
• Cover Letter
Optional Documents

Human Resource
Management & Development



2013 H Street, NW, 3rd Floor
Washington, DC 20006