Administrative Officer/Business and Academic Manager, Department of African American Studies - Geor
Administrative Officer/Business and Academic Manager, Department of African American Studies - Georgetown College
In June of 2016, the Board of Directors voted unanimously to make African American Studies the newest Department in Georgetown College. Previously, African American Studies was an interdisciplinary program and was founded in 2003. Each semester, there are approximately twenty rigorous courses offered, taught by Georgetown's distinguished faculty, that satisfy the undergraduate curriculum requirements.
The Administrative Officer/Business and Academic Manager (BAM) serves as the primary manager and point person for all of the department's administrative (business and academic) work, as well as primary supervisor of all student staff. Reporting to the Department Chair, the BAM has duties that include but are not limited to:
Faculty and Academic Support
- Coordinates faculty job searches, including posting advertisements, managing files, scheduling interviews, and coordinating campus visits.
- Manages administrative hiring processes for new faculty, including adjuncts and full-time not-tenure line positions.
- Creates, manages, and maintains rank and tenure files and cases.
- Manages outgoing mail, which includes using USPS, FedEx, and UPS, as well as making on campus deliveries.
- Assists with the review and revision of the undergraduate handbook, information on degree requirements, course requirements, and registration procedures.
- Schedules classes in CourseLeaf.
- Orders desk copies for courses.
- Maintains virtual and physical copy files for Department's majors and minors.
- Updates forms for the department, including forms related to the undergraduate curriculum.
- Assists with the preparation of course scheduling in fall, spring, and summer semesters - including submitting courses through the Registrar's system and collecting and updating course descriptions.
Budget and Office Management
- Manages and provides support to the department for budget functions, including contracts management, ProCard allocation and reconciliation, cost center reconciliation and review, expenses, and journals.
- Manages and reconciles department's budget, creates and processes purchase requisitions, and expense vouchers.
- Purchases and manages inventory of supplies, such as office, kitchen, and copier.
- Creates and processes expense vouchers for honorariums and reimbursements for guest speakers.
- Ensures operability of office equipment.
- Maintains faculty research accounts.
- Maintains department's filing standards.
- Initiates the purchase of goods and services as requested and processes payments as needed.
- Hires and manages student staff and processes payroll.
- Ensures student staff members are fully engaged while in the office.
- Maintains knowledge of all procurement policies and procedures.
- Ensures that funding exists for transactions, and that assigned worktags appropriately reflect the transaction and are consistently and accurately applied.
- Communicates with the department if uploaded documentation is not in compliance with University policies and procedures; and works to resolve any issue.
- Attends mandatory training related to GMS Financial role.
- Initiates procurement transactions in GMS using the appropriate worktags and monitors to completion.
- Uploads all required supporting documentation legibly to the transaction according to University policies and procedures.
- Initiates receipt process as required.
- Prepares contracts for faculty members needing independent contract services, such as proofreading and indexing.
- Works with Chair to prepare annual budget, and reports to Chair quarterly on budget positions.
- Verifies payroll, salary lines, and special funding to research accounts at the beginning of each FY and throughout the year for budgetary purposes.
- Schedules and organizes meetings, conference rooms, and catering as needed.
- Makes travel arrangements as necessary.
- Schedules and coordinates several lectures and colloquia every year, records minutes, and assists with presentations and/or provides technological support for meetings.
- Manages web content, including department's calendar events, website, and social media platforms.
- Opens and closes the office and serves as the receptionist.
- Develops and distributes the Department Newsletter, AFAM Review, to the AFAM community, including alumni and affiliates.
- Communicates regularly with external constituents about Department developments through social media outreach.
- Bachelor's degree
- 1 to 2 years of progressive work experience in administration
- Demonstrated skill in administrative management in a financial and not-for-profit environment (Master's degree preferred over this specific skill)
- Proficiency in Microsoft Office Suite, with a mastery of Excel (e.g., pivot tables, VLOOKUPs, macros) and experience and/or familiarity with managing large volumes of data and database queries
- Ability to learn to use different content management systems such as Google web forms, and web content management systems
- Excellent verbal and written communication skills
- Commitment to punctuality and collaboration, and a detail orientation
- Skilled in prioritizing and efficiently managing multiple assignments
- Preference for knowledge of Georgetown University human resources/faculty appointment policies and procedures, as well as Georgetown Management System (GMS Workday) experience
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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.