Executive Assistant - Reserve Officer Training Corps (ROTC)

Washington D.C.
May 09, 2018
Jun 25, 2018
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.


Executive Assistant - Reserve Officer Training Corps (ROTC)

The heart of every Reserve Officers Training Corps (ROTC) battalion is its cadets, and five separate academic institutions comprise the Georgetown University Army ROTC program, fondly called the Hoya Battalion: Georgetown University, American University, The Catholic University of America, The George Washington University, and The Institute for World Politics.

The Executive Assistant provides administrative support to the Director of the Army ROTC or Department Chair in the areas of academic secretarial support and military and university correspondence. S/he reviews and reconciles expenses on the Budget to Actual Reconciliation reports to ensure that the expenses are allowable by the sponsor for the project, allowable to the project, reasonable and necessary, supported by required documents, and within the budgeted amounts. Reporting to the Department Chair, the Executive Assistant has duties that include but are not limited to:

  • Handles budget management, including monitoring expenses and paying department bills.
  • Reviews the calculation of indirect cost recovery to ensure accuracy.
  • Reviews salary distributions to ensure that they reasonably reflect employees' level of effort on project and associated fringe benefits for accuracy.
  • Processes all corrections and adjustments within 90 days of when the charge initially posts to the financial system.
  • Ensures corrections and adjustments are reviewed and approved according to the signature authority policy and supported by appropriate documents.
  • Ensures that payments to sub-recipients are reviewed and processed in a timely manner.
  • Completes the Financial Status Report (FSR) worksheets timely and accurately.
  • Manages the Department Chair's schedule and handles correspondence between the Department of Military Science and Georgetown University and consortium faculty, staff, students, and vendors.
  • Coordinates with the University Registrars and facilities management for course listings, classroom space, and grade submission for nine courses and twelve affiliate faculty members.
  • Manages the adjunct faculty contracting requirements.
  • Serves as Project Lead for major University-Army events, including distinguished visitors, commissioning, and formal functions.
  • Reviews the commitments of key personnel to ensure the costs reasonably reflect the level of effort committed to the sponsors as part of proposal and notify OSP/OSR of significant variances.
  • Completes the Financial Status Report (FSR) worksheets timely and accurately and ensures that payments to sub-recipients are reviewed and processed in a time and accurate manner.


  • Completion of college coursework - Bachelor's degree preferred
  • 2 years of office academic experience preferred
  • Proficiency in MS Suite of Software (Word/Excel/PowerPoint)
  • Detailed understanding of university procedures and policies and general knowledge of military procedures and policies (for example, military correspondence, rank structure, and customs)
  • Strong organizational and planning skills
  • Superior interpersonal skills
  • Ability to provide timely and accurate information to prospective and current students, as well as alumni, faculty, and military officers
  • Ability to occasionally lift mail packages of 50 pounds
  • Ability  to quickly adapt to changing conditions such as high faculty turn-over
  • Military experience preferred

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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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