Executive Assistant & Office Manager, Library Administration - Main Campus Libraries

7 days left

Location
Washington D.C.
Posted
May 08, 2018
Closes
Aug 25, 2018
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

Executive Assistant & Office Manager, Library Administration - Main Campus Libraries

The Georgetown University Library is an agile organization that respects the heritage of the past while anticipating the requirements of the 21st century. By providing preeminent services, collections and spaces, the Library shapes the creation of knowledge, conserves culture for posterity, and transforms learning and research.

The Executive Assistant & Office Manager provides a high level of administrative support directly to the University Librarian (UL), Deputy University Librarian (DUL) and other senior library administrators. S/he manages a wide range of daily office matters affecting the University Library's administrators, staff, and critical colleagues; and has particular responsibility for supporting library development, fundraising, and engagement efforts. Reporting to the University Librarian, and supervising student employees, the Executive Assistant & Office Manager has duties that include but are not limited to:

Administration

  • Supports the UL and senior library administrators, including through schedule and calendar maintenance or coordination, organizing meetings, preparing agenda items, recording minutes and action items, and preparing correspondence, presentations,  or communications with University leaders and external entities. 
  • Answers and screens calls for the UL, responds to requests in a timely and appropriate manner, and maintains and coordinates UL files, records, and documents.
  • Assists the UL with prioritizing activities and streamlining workflow.
  • Follows up on all projects and issues until resolved.
  • Arranges travel and processes reimbursements for UL and senior library administrators.
  • Monitors and reconciles expenditures made with the UL's ProCard.
  • Serves as office manager, ensuring that contact points are covered, that local supplies are readily available, and that equipment is maintained in conjunction with colleagues in the library and within the University.
  • As needed, prepares purchase requests and contract documentation for approval by relevant cost center managers and for submission to library finance staff for processing.
  • Recruits, interviews, hires, trains, assigns projects, and supervises student workers.

External Affairs Project

  • Administers assigned special projects, particularly relating to the Library Associates, Georgetown University Library Board (GULB), and library donor relations. 
  • Coordinates the annual endowment report process with colleagues in OA and the library to ensure reports are prepared timely for signature by the UL.
  • Maintains and shares information via library wiki about the purpose and restrictions of endowed funds.
  • Coordinates the bi-annual fundraising appeal with OA colleagues from start to finish.
  • Develops content for the Library Associates Newsletter and other news platforms as indicated.
  • Handles and records donor gifts according to established procedures to ensure all funds are deposited and credited accurately.
  • Logs gifts locally and monitor gift crediting within OA's database, reporting and resolving any discrepancies.
  • Manages GULB communications for the UL and Board members.

Professional Development

  • Serves on departmental, library, and/or university-wide committees and task forces; and as required participates in local consortia and regional and national associations.
  • Continually acquires new knowledge and updates skills to enhance professional performance in all areas of responsibility.

Requirements

  • Bachelor of Arts degree
  • 3 years of demonstrated executive-level or upper-management administrative experience supporting a senior management position
  • Superior organizational skills, and proven experience in taking initiative and working independently
  • Proven abilities in high-profile office environment requiring complex administrative and business support, and exceptional interpersonal, communication, and time management skills Demonstrable evidence in all aspects of confidentiality, tact, and diplomacy
  • Close attention to details as well as ability to see “the big picture.”
  • Energy and ability to multitask and to manage multiple deadlines with efficiency and accuracy within a fast-paced environment
  • Excellent written/verbal communication skills and diplomacy
  • Mastery of standard office software including key applications within the MS Office Suite and Google Apps

Preferred qualifications

  • Familiarity with Advancement systems
  • Understanding of or experience in libraries, universities, or higher education
  • 1 to 2 years supervisory experience

Current Georgetown 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. 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.

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