Program Coordinator, Externship Program

American University; Washington (District of Columbia); On-site; USD 80,231,000 - 81,485,000; Full time

Job summary

American University in Washington, DC, seeks an experienced Externship Program Administrator to manage administrative systems, interact with students, faculty, and outside attorneys, and support program operations.

The role oversees publications, websites and databases, and plans events for the Externship Program, including the Spring Externship Fair and 1L orientations, requiring strong writing and organizational skills.

Qualifications

• Bachelor's degree or equivalent.a0Two to four years of relevant experience.
• Strong administrative, organizational and written communication skills.
• Experience with legal externships or higher education is a plus.

Responsibilities

• Manage office operations and multiple data systems for the externship program.
• Coordinate field placements, registrations, and waitlists with students and the Registrar.
• Support the Director and supervise student assistants in daily activities.
• Plan and execute conferences, meetings and major annual events (e.g., Spring Externship Fair).
• Serve as liaison to adjunct faculty, employers and the local legal community.

Skills

Office administration

Database management

Event planning

Communication

Education

Bachelor's degree or equivalent

2-4 years of relevant experience

Tools

Symplicity

Microsoft Word

Outlook

Excel

Job description

American University

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

Department:

Washington College of Law

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 representedby SEIU Local 500 - Provost & Enrollment Division. That meansthe terms and conditions of your employment are governedbyuniversity policy (including the Staff Personnel Policies Manual)and any collective bargaining agreement entered into betweenAmerican University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

This position organizes the administration of the ExternshipProgram which services approximately 300 students annually andnumerous agencies and organizations in the Washington, DC area.Under supervision of the Externship Program Director, the incumbentdevelops and manages administrative systems, interacts withstudents, adjunct faculty, and outside attorneys, and facilitatesthe institutional and community work of the Director. The incumbentalso oversees publications, web pages and databases relating to theprogram, and has the responsibility for planning and organizingpublic events. The position requires thorough knowledge of programpolicies and procedures and excellent organizational, writing andcommunication skills.

Essential Functions:

• Office/Database Management:The incumbent is responsible for management of alladministrative aspects of the office including the design andmaintenance of several complex data systems. These systems includean “Experiential Learning Module” in Symplicity (an online modulethat encompasses contacts for potential/existing externship fieldplacement employers, an approval/registration system which isrequired of all students enrolled in field placements and astudent/employer evaluation and timekeeping system. The incumbentalso manages the Program’s extensive “Externship Database ofEmployers” consisting of thousands of contacts and requiringcoordination with WCL’s Office of Career and ProfessionalDevelopment (OCPD). Position also monitors the Externship Programwebsite, ensuring timely updates. Incumbent organizes and maintainsvarious library materials and student records as well as theProgram’s digital and hard copy files.
• Externship Registration Administration:The incumbent reviews all field placement requests from WCLstudents for approval by the Externship Program, flags any concernsfor the Director, and approves placements/students who meet programrequirements. This process requires extensive communication withboth students and employers. S/he/they also coordinate with theOffice of the Registrar to monitor student enrollment andwaitlists. This process must be repeated every academicsemester.
• Assistant to the Director:The incumbent provides administrative support to the Directorof program and manages the day-to-day operations of the office(ordering supplies, etc.). Acts on the Director’s behalf and inDirector’s absence to ensure the continuous smooth operation of theprogram. Supervises work of student assistants. Tracks and recordsfinancial expenditures. Provides administrative support forDirector’s teaching responsibilities.
• Special Projects and Event Planning:Plans, coordinates and provides administrative support forconferences, meetings and several major annual events sponsored bythe Program. Organizes Spring Externship Fair for over 500participants, which includes sending invitations, coordinatingresponse, overseeing facilities and catering, preparing space.Organizes 1L Externship Orientations (2 events, approximately 160students at each event) and prepares materials for studentsexplaining externship Requirements - Working with the Director, theincumbent is responsible for producing internal and externalmaterials, brochures, etc. that promote and support the ExternshipProgram. The incumbent also participates in the conception andexecution of new projects designed to promote the program within the local legal community.
• Employer and Faculty Support:Incumbent is the first point of contact for student andemployer inquiries about Program policies and procedures. Providesemployers and potential field supervisors with information andassistance in recruiting student externs. Serves as liaison toadjunct faculty providing all assistance as needed, including thecreation of Canvas templates for all externship faculty eachsemester and provides training to faculty on the use ofCanvas.

Supervisory Responsibility:

• This position supervises Program “Deans Fellows/ResearchAssistants”.

Competencies:

• Championing Customer Needs.
• Prioritizing and Organizing.
• Supporting Coworkers.
• Acquiring and Analyzing Information.

Salary Range:

• $32.00 - $32.50 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.
• 2 - 4 years of relevant experience.

Preferred Education and Experience:

• Bachelor's degree.
• 3 - 5 years of relevant experience.

Position Type/Expected Hours of Work:

• Full-time.
• 35 hours per week.

Additional Eligibility Qualifications:

• College degree or the equivalent in work experience requiredand at least two years of related office managementexperience.
• Incumbent must be able to work with diverse constituencies andto handle multiple tasks simultaneously.
• Strong interpersonal, communication, planning, andorganizational skills are a must.
• Knowledge of common office computer applications and web- basedapplications required.
• Some background in law and/or Higher Education preferred.
• Knowledge of Word, Outlook, and Excel required.
• Knowledge of Symplicity preferred.

Other Duties:

• Please note this job description is not designed to cover orcontain a comprehensive listing of activities, duties orresponsibilities that are required of the employee for this job.Duties, responsibilities, and activities may change at any timewith or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefitoptions.

Other Details

• Hiring offers for this position are contingent on successfulcompletion of a background check.
• Employees in staff positions at American University mustdeliver their services to the university from either the Districtof Columbia, Maryland, or Virginia, or perform work on-site at theuniversity.
• Please note this job announcement is not designed to cover orcontain a comprehensive listing of activities, duties orresponsibilities that are required of the employee for this job.Duties, responsibilities, and activities may change at any timewith or without notice.
• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through theiremployee Workday account. If you are a current employee at AmericanUniversity, please log into Workday and select the Find Jobs reportwhich will take you to our internal career listings.

Contact Us

For more information or assistance with the American Universitycareers site, email [e-mail].

American University is an equal opportunity, affirmative actioninstitution that operates in compliance with applicable laws andregulations. The university does not discriminate on the basis ofrace, color, national origin, religion, sex (including pregnancy),age, sexual orientation, disability, marital status, personalappearance, gender identity and expression, familyresponsibilities, political affiliation, source of income, veteranstatus, an individual’s genetic information or any other basesunder federal or local laws (collectively "Protected Bases") in itsprograms and activities.