Administrative Assistant, Office of Design & Construction - Planning and Facilities Management

Location
Washington D.C.
Posted
Jun 02, 2017
Closes
Jul 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

Administrative Assistant, Office of Design & Construction - Planning and Facilities Management

The Administrative Assistant provides administrative support to the professional, technical and management staff to ensure the efficient and smooth operation of the Office of Design & Construction (ODC) and administrative processes, and lends strong support to other University Planning & Facilities Management departments. Reporting to the Assistant Vice President Design & Construction, the Administrative Assistant has duties that include but are not limited to:

Supplies, Equipment, & Training

  • Prepares documents from drafts and distributes as appropriate. 
  • Takes inventory of supplies to assess office needs.
  • Orders supplies, office equipment, furniture, and special items as needed. 
  • Renews equipment licenses, staff professional licenses, memberships, subscriptions, and publications as required. 
  • Routes and tracks contractor and vendor invoices, purchase orders and contracts through the department for signatures and return to financial affairs.
  • Schedules courier, printing and graphics, cellular phones, shop, and storage space services as needed. 
  • Coordinates suite telephone services with University Information Systems - assisting staff in determining types of services needed; preparing service requests; arranging for installations, replacements and repairs; and providing office updates for the campus telephone directory. 
  • Organizes office development functions as required including farewell parties, retirement parties, and staff lunches.
  • Reviews ODC staff training requests and travel reimbursement requests for accuracy and completeness, and submits forms timely to department training coordinator for approval and processing. 
  • Distributes the monthly consultants checks for all construction work performed.
  • Secures and distributes the university zone and core keys and the suite office keys.

Budget Administration

  • Assists in budget development and preparation of the annual office budget submission.
  • Monitors monthly reports to assure that all supplies, services, and other expenses remain within budget. 
  • Submits bills for costs charged to the cost center. 
  • Researches and reconciles all transaction discrepancies. 
  • Prepares journal vouchers to make corrections as required. 
  • Transfers transactions to appropriate cost centers. 
  • Reconciles Budget to Actual Status Reports (BARs). 
  • Maintains office accounting records.
  • Uses university procurement card to make purchases for office and signage programs.
  • Maintains log of purchases and submits log for reallocation of expenses to department finance office.

Signage Administration

  • Coordinates the procurement of university signage on small signage projects - receives signage requests; confers with customers about their requirements; views floor plans to determine type and location of signs; selects appropriate signage; and prepares signage message schedule.
  • Assists Project Managers in selecting and contracting with a vendor. 
  • Ensures that vendors are paid upon completion of the task. 
  • Assures the collection of all documentation and detail required to charge departments for associated expenses.
  • Prepares journal for chargebacks and submits to business office.

General Administration

  • Schedules meetings.
  • Processes administrative paperwork to ensure compliance with university and department policies and procedures. 
  • Prepares appropriate forms including expense authorization requests and purchase requisitions, to effect administrative actions such as reimbursements and purchases; submits forms and supporting documents through appropriate channels; and follows up to resolve problems and to ensure that such actions are completed in a timely manner.
  • Serves on Ad Hoc Committees as requested. 
  • Develops and assures information updated for Design & Contraction project web site.

Requirements

  • High school diploma or certified equivalency - some college coursework completion preferred
  • 3 - 5 years of progressively responsible administrative skills and some experience with preparing and monitoring a budget
  • Computer literacy with specific familiarity with Microsoft Word, PowerPoint, Excel, Calendaring software, and Access - preference for some experience in maintaining a website
  • Strong verbal and written communications, interpersonal, and customer service skills 
  • Ability to work effectively with others as a member of the team
  • Ability to work simultaneously on multiple tasks and projects with varying degrees of complexity

Current Employees:

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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 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.