Communications, Events and Operations Coordinator at American University in Main Campus (Washington, DC)

Job description

• This is a full-time position shared between the Center for Security, Innovation, and New Technology (CSINT) and the Korea in Global Affairs Initiative (KI). Working under the supervision of the directors of both centers, the Communications, Events and Operations Coordinator is responsible for coordinating the day-to-day communications, events, financial administration, and operational activities that support the centers' research, teaching, and public engagement programs.
• The Coordinator serves as a primary point of coordination for recurring activities across both centers and works with faculty directors, staff, students, university offices, external vendors, speakers, and other partners to ensure that programs and administrative processes are completed accurately and on schedule. The position manages established communications channels and websites; coordinates the logistical execution of events and meetings; maintains records of center activities and engagement; and coordinates routine financial, purchasing, operations, and student employment processes in accordance with university policies and procedures.
• The Coordinator works independently on assigned responsibilities within established procedures, manages multiple activities and deadlines across the two centers, and communicates regularly with center leadership regarding upcoming needs, deadlines, and issues requiring attention.

Responsibilities

• 1.) Social Media and Outreach
• Coordinate the day-to-day operation of CSINT and KI social media accounts and digital outreach activities.
• Develop and maintain a regular schedule of social media content highlighting center research, publications, events, faculty and student accomplishments, relevant news, and external opportunities.
• Draft, format, schedule, and publish content across center social media accounts in coordination with center leadership and relevant project staff.
• Coordinate social media promotion for events, publications, application opportunities, and other center activities.
• Maintain a communications calendar to ensure timely promotion of upcoming events, research outputs, deadlines, and other activities across both centers.
• Monitor social media accounts and coordinate responses or follow-up when appropriate.
• Track audience growth, engagement, and other relevant performance indicators and maintain records for annual reporting and impact assessment.
• Identify opportunities to grow the centers' social media audiences and subscriber communities.
• 2.) Digital Communications and Publications
• Coordinate the centers' websites, digital communications, and publication dissemination.
• Develop, manage and maintain CSINT and KI websites, including regularly updating event listings, publications, news, faculty and student information, program opportunities, and other content.
• Coordinate website updates with center directors, project staff, university communications teams, and other relevant offices.
• Maintain email distribution lists and coordinate regular newsletters, announcements, event invitations, and other digital communications.
• Coordinate messaging and promotion with relevant SIS and university communications offices to increase awareness of center events, research, and programming.
• Develop and maintain professional templates for policy papers, research reports, event materials, and other center publications.
• Format reports, policy briefs, working papers, and other publications for public dissemination and coordinate their publication on center websites and other appropriate channels.
• Maintain organized records of center outputs and engagement, including publications, research products, events, speakers, attendance, media engagement, and other activities needed for annual reporting and impact assessment.
• Maintain current contact lists, subscriber lists, and other communications records for both centers.
• 3.) Events and Program Coordination
• Coordinate the logistical planning and execution of CSINT and KI events, meetings, workshops, conferences, and other programming.
• Serve as the primary logistical coordinator for assigned center events from initial planning through event completion and follow-up.
• Coordinate room reservations and event facilities and communicate with relevant university offices regarding space, accessibility, technology, security, and other logistical requirements.
• Coordinate invitations, registration, participant communications, schedules, signage, name tags, programs, and other event materials as needed.
• Arrange approved travel and lodging for external speakers, workshop participants, and other guests and communicate logistical information to participants before events.
• Coordinate catering, including obtaining options, placing orders, confirming dietary requirements, arranging delivery or pickup, and ensuring orders remain within approved budgets.
• Coordinate event photography, audiovisual support, virtual meeting technology, and other vendor or university services when required.
• Prepare event spaces and materials and provide on-site logistical support for events, including participant check-in and troubleshooting logistical issues as they arise.
• Coordinate honoraria and other required administrative documentation for external speakers and participants in advance of events.
• Maintain event calendars, planning timelines, participant information, attendance records, and other event documentation.
• Coordinate post-event activities, including processing outstanding expenses, organizing event records and materials, and assisting with follow-up communications.
• Communicate regularly with center directors and project leads regarding event timelines, outstanding decisions, logistical requirements, and potential issues.
• 4.) Operations
• Coordinate routine financial, purchasing, student employment, and administrative processes for CSINT and KI in accordance with university policies.
• Make approved purchases using center purchase cards and maintain complete and organized supporting documentation for center expenditures.
• Track routine program expenditures against established project and center budgets and provide center directors with updated information on spending as requested.
• Coordinate with the Office of Finance and Operations and other university offices to reconcile p-card transactions, invoices, reimbursements, and other payments and resolve routine discrepancies.
• Initiate and track honorarium payments, reimbursements, external Professional Services Agreements, and other payments, ensuring required documentation is submitted and following up with university offices and recipients until processing is complete.
• Coordinate procurement and contracting processes for routine vendors and consultants, working with OFO, procurement, and center leadership as needed.
• Coordinate student hiring processes across the academic calendar, including collecting required information, initiating hiring paperwork, tracking appointments and funding periods, and communicating deadlines or outstanding requirements to students and supervisors.
• Maintain organized internal records related to center budgets, purchases, contracts, student appointments, and other administrative activities.
• Monitor recurring administrative deadlines and communicate upcoming requirements to center leadership.
• Serve as a point of contact between the centers and relevant SIS and university administrative offices for routine financial, operations, purchasing, and operational matters.
• Coordinate other administrative processes necessary for the day-to-day operation of the centers and follow outstanding requests through completion.

Requirements

• Making Accurate Judgments and Decisions.
• Supporting Coworkers.
• Acquiring and Analyzing Information.
• Displaying Creativity.
• Bachelor's degree.
• 1 - 3 years of relevant experience.
• 2 - 4 years of relevant experience.
• Preferred candidates will have experience managing websites, digital communications, or public-facing content.

Skills

Required

• Social media management
• Website management
• Digital communications
• Event coordination
• Financial administration
• Purchasing
• Student employment processes
• Microsoft Office (implied)
• Communication
• Organization
• Time management
• Attention to detail

Benefits

• AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.
• $27.47 - $30.22 per hour.