Program Assistant for the BMW Center for German and European Studies - Walsh School of Foreign Serv
Program Assistant for the BMW Center for German and European Studies - Walsh School of Foreign Service
Georgetown University's BMW Center for German and European Studies (CGES) is located in the Walsh School of Foreign Service and serves as a hub for research, teaching, and event programming focused on Europe and the transatlantic relationship. The Center houses the Master of Arts in German and European Studies program, one of eight professional masters programs in the Walsh School.
The Program Assistant provides a full range of program support to the faculty and staff of the Center, ensuring the efficient and effective daily operations of the Center and organizing the daily work of the student employees who assist with reception duties and administrative tasks. Reporting to the Assistant Director for Finance and Administration, the Program Assistant has duties that include but are not limited to:
Administrative and Operational Support
- As Expense Preparer, prepares financial documents and submits them for signature and to relevant GU departments for timely processing.
- Assists the Assistant Director with financial reconciliation and keeps records of all financial transactions.
- As Timekeeper, collects and enters weekly payroll in GMS for student employees; maintains records as appropriate; serves as back-up timekeeper for non-exempt employees; and distributes paychecks.
- Maintains the Center's database in up-to-date, accessible, working order (including addresses, e-mails and phone numbers for each individual included in each database).
- Creates and updates Center directories.
- Assists - in consultation with the Assistant Director - all regular, adjunct, and visiting faculty members with information technology policies and procedures.
- Serves as Departmental Technology Representative (DTR), on behalf of the Assistant Director. Attends the monthly DTR meetings; and serves as point of contact for the University Computer Replacement cycle (every 3 years).
- Informs faculty and staff on relevant technology matters
- Provides updates to website as necessary.
- Maintains office equipment and facilities, troubleshoots problems, and oversees repairs.
- Manages office supplies including printed materials to ensure continuous supply.
- Orders and maintains Center periodicals.
- Creates and oversees the student employee schedule, and trains and manages the daily tasks of the student employees, with oversight from Assistant Director.
- Maintains the copier accounts for students.
- Manages incoming and outgoing mail and faxes - to include arranging for pickup and drop-off, sorting, and routing).
- Participates in University administrative committees, such as the Main Campus Council Meeting, the ICC Departmental Representatives Meeting, and SFS SMAC meetings, at the request of the Assistant Director.
- Supports the Supervisor of Academic Programs in soliciting course descriptions, syllabi, and reading lists from faculty; and maintains Center files with course syllabi and course schedules.
- Prepares and distributes the office hours and teaching hours schedule each semester.
- Processes book orders for core faculty, adjunct faculty, and visiting faculty.
- Places readings on reserve with the library for core faculty, adjunct faculty, and visiting faculty.
- Organizes and facilitates dissemination of reading materials for courses taught by core faculty, adjunct faculty, and visiting faculty.
- Represents the Center to faculty, students, visitors, staff and other, both in person and on the phone.
- Opens the office in the morning and closes the office in the evening.
- Welcomes and directs visitors and students to the appropriate faculty and staff.
- Answers the main phone line, screens calls, directs them to the appropriate faculty and staff, and answers and trouble shoots routine questions.
- Maintains the general appearance of the front and back office.
- Maintains an organized filing system.
- Bachelor's degree
- Customer-service orientation and/or experience necessary
- Strong interest in Europe preferred
- Proficiency in one European language preferred
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