Program Coordinator, Externship Program

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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.

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.

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…