Requirements
Administrative Officer (Temporary), Georgetown College – Georgetown University
The Georgetown College experience is marked by intellectual vitality, a global outlook, and dedication to service. In the Jesuit tradition of cura personalis, Georgetown College strives to provide its students with a multifaceted liberal arts educationan education of the whole person. Our exceptional students and world-class faculty are the heart and soul of the university. The College curriculum covers the full range of humanistic, scientific, and social-scientific disciplines. Students are introduced to ideas sustained throughout history, and are invited and expected to think critically about the nature of the world and our place in it.
The Administrative Officer – in a temporary role as a shared resource – assumes independent management of the operation support for the Department of Italian, 5 Interdisciplinary programs (Catholic Studies, Global Medieval Studies, Justice & Peace, EDIJ, Cognitive Science), as well as Georgetown Humanities Initiative, Medical Humanities Initiative, and small program languages within Georgetown College; and manages virtually all of the central elements of these departments/programs. They serve as a resource to these departments/programs regarding university human resources and faculty appointment policies and procedures; handles payroll, purchasing, and accounts payable matters; oversees complex administrative processes and the day-to-day operations of these departments/programs; and interacts with upper levels of Georgetown administration. Reporting to the Senior Associate Dean for Finance and Administration and Director of Budget and Financial Operations, the Administrative Officer has duties that includes but is not limited to:
Chair/Program Directors and Faculty Administrative Support
Maintain the departments’/programs’ digital files in BOX and assist with confidential record-keeping
Provide responses to faculty on questions relating to the University policies, and provides interpretation where applicable
Arrange faculty meetings, and assists the Chairs/Program Directors with documents assembly for faculty meetings; and attend faculty meetings, and collect and distribute minutes
Assist with special projects as assigned
Administrative, Budget, Finance, and HR
Process expense reports, miscellaneous payments, and journals to transfer funds for co-sponsorship and other expenses
Execute all employee reimbursements via Expense Reports in the university’s financial system, Georgetown Management System (GMS/Workday)
Oversee the hiring and supervision of 3-4 students per semester, and serve as mentor for work-study students, including writing letters of recommendation
Serve as the technology representative for these areas
Serve as first point of contact for visitors, inquiries, and deliveries
Liaise with the Dean’s Office finance colleagues (specifically the Assistant Director for Budget) on issues pertaining to department/program finances
Provide assistance with the monthly reconciliation process through the supply of backup documentation for monthly charges, as needed
Receive and distribute mail and manage package deliveries
Order office supplies for the departments/program via GMS.
Provide curricular support of Turkish Program for affiliated faculty in the department – including. course scheduling of Turkish courses via CourseLeaf, classroom change requests (if any), adjunct faculty (re)appointment/overload processing, coordinating with SEO to process hourly academic student assistants that support the courses and approving their timesheets, and assisting the Program with budget to actuals reporting
Student Outreach and Departmental/Program Events
Schedule between 10-20 events per year, including faculty events, events for majors/minors, and events for the larger community
Mentor and advise student assistants on opportunities at Georgetown and professional development
Create marketing/advertising materials for events
Oversee event logistics (and catering, if necessary) and purchases necessary supplies
Staff events – for example, talking with students about upcoming courses/majoring/minoring; and introducing them to professors
Facilities and Procurement
Manage the daily functioning of these departments/programs through the procurement of office supplies and services
Serve as point of contact regarding building issues – for example, input work orders
Assist with office moves through procurement of furniture, contracting and scheduling of moving companies as needed, and other logistics
Qualifications
Bachelor’s degree
At least 2 years of work experience in a professional office environment – preferably in an academic administrative office [ or an equivalent combination of education and work experience]
Strong interpersonal and organizational skills, attention to detail and policy compliance
Attention to detail and ability to multi-task and prioritize
Preferred qualifications
Familiarity with social media and related analytics
Experience in budget and financial administration
Familiarity with website management, social media and related analytics
Knowledge of Georgetown University financial and human resources procedures
Proficiency in MS Office suite of applications, Adobe and Workday
With your application, please upload the following 2 documents – preferably in a single PDF:
Cover letter
Resume
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Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.
Need Assistance:
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected] .
Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown’s commitment to its employees, please visit the Georgetown Works website .
EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law .
Benefits:
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
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