Academic Department Administrator I

• 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.

• 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).

• 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.

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.

• 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.

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.