Administrative Assistant, Center for Student Engagement - Division of Student Affairs

Location
Washington D.C.
Posted
Jul 04, 2018
Closes
Aug 14, 2018
Function
Administrative
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, Center for Student Engagement - Division of Student Affairs

Georgetown University's Center for Student Engagement is a student-centered, fast-paced, high-energy environment. Contact with a diverse and dynamic student body is extensive and substantive. Team members work collaboratively within the office and with many other university-wide constituent groups. Staff members are expected to exercise a high degree of responsibility and independent judgment, and to work irregular and sometimes long hours during peak times of the academic year.

The Administrative Assistant serves as the first point of contact for the office, greeting all walk-in traffic, managing administrative processes, and providing customer service for a variety of functional areas.  S/he supports the Center's mission of providing learning and development opportunities for undergraduate students through administrative assistance to the advising team, campus departments and partners, and undergraduate students. Reporting to the Director of Student Engagement, the Administrative Assistant has duties include but are not limited to:

Office Management

  • Manage the CSE front desk and all related operations.
  • Serves as the CSE's initial contact for phone, email, and web-based inquiries, answering questions regarding CSE and University programs, processes, and policies.
  • Coordinates the purchase, maintenance, and repair of office equipment and office supplies for CSE and student organizations.
  • Manages requests and calendaring for the CSE conference room and other special spaces
  • Opens and closes the office daily in accordance with established procedures.
  • Oversees CSE equipment and resource rentals via WebCheckout; manages inventory and maintenance of all equipment and resources; and maintains policies and procedures for the rental of available equipment to student organizations and campus departments.

Administrative Support

  • Maintains reservation forms, financial forms, student organization rosters, and other relevant forms/databases.
  • Cultivates and maintains knowledge about Georgetown University and Division of Student Affairs policies and procedures regarding student organizations and student events and activities.
  • Assists students in determining which forms they may need for a variety of financial processes, including contracting, reimbursements, rental car reservations, and check requests.
  • Manages incoming and outgoing packages and mail for staff and student organizations.
  • Assists in the management of the Declining Balance Card program and office purchasing card.

Human Resources & Payroll

  • Manages hiring processes for all student employees for CSE programs or groups.
  • Manages timekeeping and time entry for all CSE student employees.
  • Hires, trains, and supervises several student employees to assist with administrative tasks and staffing of the front desk.
  • Assigns projects to student employees to assist with office projects and needs.

Center Support

  • Participates in departmental, divisional, and university-wide committees, as needed.
  • Assists with departmental, divisional, and university events, as needed.
  • Supports unforeseen projects regarding CSE's core work.

Requirements

  • Bachelor's degree
  • 1 to 3 years of experience as an office manager or administrative assistant
  • Excellent interpersonal and organizational skills, as well as strong verbal and written communication skills
  • Ability to prioritize responsibilities in order to meet goals and deadlines and a strong attention to detail
  • Demonstrated flexibility for working in  dynamic work environment
  • Familiarity with the Microsoft Office and Google suites, including Microsoft Word and Microsoft Excel
  • High level of professionalism, expert communication, and commitment to confidentiality
  • Ability to perform light to moderate physical activity and to provide physical support on-site to student programs on an occasional basis
  • Genuine interest in working with students and colleagues across the university, while being responsive to working across differences
  • Availability and willingness to occasionally work irregular or extended hours

Preferred qualifications

  • Experience in a diverse, high intensity academic environment
  • Familiarity with Georgetown Management System (GMS/Workday)
  • Supervisory experience
  • Demonstrated experience in logistical oversight or administrative support

For best consideration, apply by July 13, 2018. Review will continue until the position is filled.

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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