Administrative Coordinator, Office of the Dean - Graduate School of Arts & Sciences

Washington D.C.
Mar 24, 2017
Apr 24, 2017
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.


Administrative Coordinator, Office of the Dean - Graduate School of Arts & Sciences

Georgetown's Graduate School of Arts & Sciences, at nearly 200 years old, offers a wide variety of doctoral, master's and certificate programs encompassing both traditional and interdisciplinary studies.  Whether interested in pursuing doctoral research in Government or Neuroscience, or exploring top-ranking master's programs such as Foreign Service or Public Policy, students are sure to find unique opportunities in our graduate community.

The Administrative Coordinator supports operational and financial responsibilities in the Graduate School Dean's Office in accountabilities related to general office resources, hourly student staffing, time management for hourly staff, financial needs for graduate student groups, general financial activity, and minor logistical support for launching new graduate programs.

Financial Administration

  • Ensures all staff reconcile their ProCards and submits their monthly reports.
  • Serves as main point of contact for graduate student group declining balance cards - for example, usage, documentation, and reconciliation.
  • Manages invoicing and billing for small, non-contract requests.
  • Prepares submissions - for example, external reimbursements, honoraria - for Graduate School Dean's Office and graduate student groups.
  • Enters deposits into TouchNet for all of the Graduate School.
  • Submits deposits to the Cashier's Office.
  • Tracks / follows up on reconciliation submissions of all Graduate School financial staff (including those in subordinate programs and departments).
  • Performs Initial review of journal requests for complete documentation accurate preparation of journal template uploads.
  • Provides general support to the deans - for example, expense reports and ProCard reconciliation.

Hourly student administration

Performs hiring, transfers, termination of all hourly students for Graduate School Dean's Office.

Personnel administration

  • Manages time sheets for all Graduate School Dean's Office hourly staff.
  • Serves as back-up Department Administrator and Timekeeper for other Graduate School units.
  • Handles check pickups for Graduate School units.

General office administration

  • Handles office supply and resource management.
  • Reports facility needs - for example, problems, repairs, and shredding requests.
  • Supports other Graduate School needs that arise - for example, arranging graduate school events (e.g. Commencement, Orientation, Dean's retreats, Office / Staff events, and other special occasions); serves as backup for space reservations and office access (open/close)l and assisting with logistics related to launching new graduate programs


  • Bachelor's degree
  • 2 - 3 years of general administrative support
  • At least 1 year of experience with basic financials - for example, reimbursements, spending cards, and documentation
  • Proficiency in the following resources & practices: Microsoft Office Suite, Google Apps, Adobe Acrobat Pro
  • Experience in securely storing and sharing confidential information appropriately
  • Exceptionally professional writing and verbal communications skills

Submission Guidelines:

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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

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.

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