Job Details

The Senior Administrative Assistant in Graduate Studies and Research helps to advance graduate education at APUS through a range of initiatives. The Senior Administrative Assistant works with the Graduate Studies and Research team to implement projects, processes, and policies that support graduate programs, students, and faculty across the university. Throughout the year, attendance at key academic meetings and commencement is required. The ideal candidate must have strong research, organizational, and management skills coupled with excellent interpersonal communication abilities.
Essential Functions:

• Manages the Graduate Studies and Research budget, including Faculty Research Grants and doctoral projects, and works closely with the Dean for tracking and reporting.
• Prepares correspondence and other written materials as needed.
• Maintains a productive working relationship with other APUS departments and schools, such as Student Services, Marketing, Admissions, and Advising.
• Assists Graduate Studies staff with special projects as assigned.
• Provides logistical support for Graduate Studies committees, such as Graduate Council.
• Represents Graduate Studies on various university committees as assigned.
• Assists the team with travel planning, conference registrations, scheduling, processing expense reports, and other administrative duties.
• Assists members of the team with processing of incoming and outgoing communications, such as requests from students or faculty.
• Coordinates team events, meetings, scheduling, travel arrangements, preparation of documents, and communications with staff and students.
• Attends at least one professional development workshop or conference annually.
• Maintains the team's files, documents, and departmental record system/databases as needed. Responsible for archival material and management.
• Travels offsite to attend meetings and conferences as needed.
• Orders marketing materials and other event supplies as needed.
• Assists the team in creating processes for effective project implementation and coordination.
• Participates in collaborative activities and projects involving department staff.
• Participates in appropriate training as necessary to ensure smooth project implementation.
• Other duties as assigned to support the team and organization.

• Advanced knowledge of Microsoft Office: Word, PowerPoint, Excel, and Outlook; Adobe Connect or other web conferencing platforms.
• Demonstrated skill in using university reports.
• Proven ability to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Ability to keep information confidential.
• Extremely detail-oriented, resourceful, and flexible.
• Meeting and travel planning experience.
• Affinity for creative problem-solving.
• Adept at multitasking while accurately attending to detail.
• Ability to function within a fast-moving, dynamic environment.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• Ability to conduct work with strong personal and professional ethics and integrity.
• Ability to provide excellent customer service.

• Standard office environment in Charles Town, WV.
• Indoor office environment and associated tasks, such as copying material and assembling binders and packets.
• Off-site travel as needed.
• May require telecommuting.
• Ability to perform light physical tasks, and on occasion, moderately physical tasks, such as: rearranging meeting rooms, moving collateral materials, and setting up and clearing catering for meetings.

• Communication Skills: Ability to communicate effective both verbally and in writing. Ability to give well-organized, informative and engaging presentations. Ability to use active listening skills.
• Organization and Time Management: Ability to set goals and priority work to maximize efficiency, to meet deadlines and to use time wisely.
• Working Relationships: Ability to be a team player by sharing information and offering assistance to colleagues. Ability to offer thoughtful contributions at meetings and the ability to respect others regardless of differences.
• Problem Solving Skills: Ability to handle escalated issues calmly and appropriately and to take initiative to resolve problems and offer solutions.
• Use of Resources and Technology: Ability to demonstrate proficiency with applications used in the Enrollment Management and accounts payable and receivable departments.
• Customer Service Skills: Ability to build rapport with external partners, prospects, and students and to provide timely, accurate information. The ability to know where to find answers and a keen ability for investigative sleuthing.
• Compliance: A demonstrated understanding of FERPA guidelines and internal policies regarding student and employee privacy. An ability to understand and follow professional standards and University procedures.
• APUS Corporate Knowledge: A demonstrated knowledge of APUS history, goals, mission, organization structure, and strategic objectives.
• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
• Strong attention to detail.

• Minimum 3-5 years of professional office experience is required.
• Bachelor's degree is preferred.
• Prior professional experience in higher education is preferred.