Finance and Administrative Assistant, Administrative Services - University Information Services

Location
Washington D.C.
Posted
Mar 23, 2017
Closes
May 04, 2017
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Finance and Administrative Assistant, Administrative Services - University Information Services

The Finance and Administrative Assistant, reporting to Administrative Services Manager, provides administrative and financial clerical support in duties that include but are not limited to:

Administrative

  • Acts as the initial contact person for all inquiries for UIS employees and visitors.
  • Distribute office supplies to the different work rooms, and maintains coffee/tea makers and stock supply on a daily basis.
  • Organizes and cleans work space area for new employees, and  assists  with logistics during relocation of staff
  • Assists the inventory management team with moving/storing office equipment/furniture, and with office supplies inventory; puts away supplies; and sorts mail.

Financial

  • Processes the daily filing and processing of financial documents - for example, Expense Vouchers, POs, and deposits; and hand delivers documents to Accounts Payable, Payroll, and Human Resources.
  • Provides administrative and financial clerical support for the University Information Services department.

Front Desk

  • Handles the regular opening and closing of the department's executive offices; covers front Desk and answers a multi-line phone system in an exception customer service manner; and makes callers aware their business is appreciated. 
  • Screens calls effectively, forwards the calls appropriately, and accurately transmits information to the appropriate staff/department. 
  • Greets staff, clients, and vendors in a prompt, pleasant, and helpful manner to show them they are important to our business. 
  • Maintains the front desk and waiting area appearance to make it a welcome atmosphere. 
  • Maintains conference rooms organized and clean, and ensures that photocopiers and fax machines work properly.
  • Schedules maintenance or repairs for office equipment when needed, keeps supply closets organized and stocked, and maintains coffee makers and coffee/tea supplies.
  • Organizes conference and work rooms as needed and assists with office supplies inventory (checking the work rooms on a regular basis), as well as putting away supplies.
  • C Updates Director, Finance and Administration and Administrative Services Manager on available work spaces.
  • Makes ready the designated office/work space for new employees, and creates name tags for newly hired/transferred/promoted employees.
  • Helps Inventory Manager with storing equipment, furniture.
  • Sorts Campus and Non-campus Mail.

Finance and Contract Administration Duties

  • Assists with preparation of documents related to contracts administration, such as memoranda, sending faxes to vendors, and organizing and filing executed contracts.
  • Prepares Excel spreadsheets, and processes documents for the Finance team - for example, Expense Vouchers, POs, and Deposits.
  • Performs daily off site pickup/delivery - for example, Gervase, Car Barn, Healy, St. Mary's Hall, and 2115 and 2110 Wisconsin Avenue) and hand delivers documents to Accounts Payable and Payroll on a daily basis.
  • Updates the work tags using the UIS GMS mapping to look up expense account number, and enter the cost center, fund, purpose, and program information on the Hosting Bill spreadsheet.
  • Collates necessary supporting information for Director who is signing - for example, previous agreements, additional information. and explanatory emails.
  • Serves as Petty Cash Holder and as Financial Reviewer.
  • As ProCard Reviewer, collects all ProCard reconciliations monthly, and verifies receipts, prepares monthly ProCard Departmental Form; flags any missing statements and discusses policy concerns with supervisor; and follows up with users. 
  • Performs Financials-filing, storage, and related tasks.

Requirements

  • High School diploma or certified equivalency - some completed college coursework preferred
  • At least 3 years of experience in customer service/office setting
  • Excellent verbal and written communication skills
  • Record of, and appreciation for the need for, prompt and regular attendance
  • Knowledge of MS Office (Word, Excel, Outlook, Access
  • Team player with the ability to work with minimum supervision and with a diverse population
  • Customer service orientation, attention to accuracy and detail,  and ability to multitask

Submission Guidelines:

If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Please select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

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 ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500

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, disability status, protected veteran status, or any other characteristic protected by law.