Program Coordinator, Externship Program

American University; Yuma (AZ); Hybrid; USD 36,000 - 52,000; Full time

Job summary

American University is a student-centered research institution in Washington, DC. This Externship Program role oversees administration, data systems, publications, events and liaison activities for 300 students and external partners.

Under the Externship Program Director, you will manage databases, registrations, and communications, supervise student staff, and support program growth with strong organizational and writing skills.

Qualifications

• Bachelor's degree or equivalent. 2 - 4 years of relevant experience.
• 2 - 4 years of relevant experience.
• Strong organizational and written communication skills.

Responsibilities

• Office and database management of Symplicity and related files.
• Coordinate externship registrations and monitor enrollments.
• Provide administrative support to the Externship Program Director and supervise student assistants.
• Plan conferences, meetings and major events including the Spring Externship Fair.

Skills

Data systems

Communication

Organization

Customer service

Education

Bachelor's degree or equivalent

Tools

Symplicity

Word

Outlook

Excel

Job description

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.

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 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:

Summary: This position organizes the administration of the Externship Program which services approximately 300 students annually and numerous agencies and organizations in the Washington, DC area. Under supervision of the Externship Program Director, the incumbent develops and manages administrative systems, interacts with students, adjunct faculty, and outside attorneys, and facilitates the institutional and community work of the Director. The incumbent also oversees publications, web pages and databases relating to the program, and has the responsibility for planning and organizing public events. The position requires thorough knowledge of program policies and procedures and excellent organizational, writing and communication skills.

Essential Functions:

1. Office/Database Management The incumbent is responsible for management of all administrative aspects of the office including the design and maintenance of several complex data systems. These systems include an “Experiential Learning Module” in Symplicity (an online module that encompasses contacts for potential/existing externship field placement employers, an approval/registration system which is required of all students enrolled in field placements and a student/employer evaluation and timekeeping system. The incumbent also manages the Program’s extensive “Externship Database of Employers” consisting of thousands of contacts and requiring coordination with WCL’s Office of Career and Professional Development (OCPD). Position also monitors the Externship Program website, ensuring timely updates. Incumbent organizes and maintains various library materials and student records as well as the Program’s digital and hard copy files.
2. Externship Registration Administration The incumbent reviews all field placement requests from WCL students for approval by the Externship Program, flags any concerns for the Director, and approves placements/students who meet program requirements. This process requires extensive communication with both students and employers. S/he/they also coordinate with the Office of the Registrar to monitor student enrollment and waitlists. This process must be repeated every academic semester.
3. Assistant to the Director The incumbent provides administrative support to the Director of program and manages the day‑to‑day operations of the office (ordering supplies, etc.). Acts on the Director’s behalf and in Director’s absence to ensure the continuous smooth operation of the program. Supervises work of student assistants. Tracks and records financial expenditures. Provides administrative support for Director’s teaching responsibilities.
4. Special Projects and Event Planning Plans, coordinates and provides administrative support for conferences, meetings and several major annual events sponsored by the Program. Organizes Spring Externship Fair for over 500 participants, which includes sending invitations, coordinating response, overseeing facilities and catering, preparing space. Organizes 1L Externship Orientations (2 events, approximately 160 students at each event) and prepares materials for students explaining externship Requirements - Working with the Director, the incumbent is responsible for producing internal and external materials, brochures, etc. that promote and support the Externship Program. The incumbent also participates in the conception and execution of new projects designed to promote the program within the local legal community.
5. Employer and Faculty Support Incumbent is the first point of contact for student and employer inquiries about Program policies and procedures. Provides employers and potential field supervisors with information and assistance in recruiting student externs. Serves as liaison to adjunct faculty providing all assistance as needed, including the creation of Canvas templates for all externship faculty each semester and provides training to faculty on the use of Canvas. Supervisory Responsibility: This position supervises Program “Deans Fellows/Research Assistants”.

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 required and at least two years of related office management experience. Incumbent must be able to work with diverse constituencies and to handle multiple tasks simultaneously. Strong interpersonal, communication, planning, and organizational skills are a must. Knowledge of common office computer applications and web‑based applications 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 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.

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. American University is an E‑Verify employer.

Equal Opportunity Statement:

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.