Executive Assistant to the Dean
Executive Assistant to the Dean - Student Financial Services
The Executive Assistant to the Dean provides administrative assistance to the Dean of Student Financial Services and the Director of Finance and Business Services. The EA provides support to the Dean through schedule and calendar coordination, file-folder creation and maintenance, communication with University leaders and external entities, correspondence preparation and management, research projects, and various executive office support activities. S/he is also responsible for the coordination and support of the Dean in her roles as chair of the Financial Aid Advisory Committee, her leadership roles on various University committees her external board and committee positions, such as the COFHE Assembly. The Executive Assistant is responsible for assembling information for meetings of these committees, preparing handouts and presentation materials, and making logistical arrangements for meetings when applicable. The incumbent must have the poise to interact confidently with the Dean and her visitors on a moment's notice and to handle her work with tact and diplomacy. This position reports to and also assists the Director of Finance and Business Services in various responsibilities associated with management of the office, such as personnel, payroll, and procurement activities of the department, as well as the orientation and evaluation of student employees each year and logistical planning for various student-focused initiatives. Duties include but are not limited to:
- Responsible for the day-to-day management of office supplies, telecommunications, outside vendors, custodial and facilities contacts.
- Supervises up to 5 student employees for the Dean's area, monitoring their schedules and assigning tasks and responsibilities.
- Works closely with the Director of Finance and Business Services in the student-oriented program Common $ense. Helps coordinate, organize, and manage the logistics of the programs during the academic year. Manages all the logistical details associated with running the workshop series successfully and coordinates the financial literacy committee meetings.
- Responsibilities in assisting the Director of Finance and Business Services with various office projects, budget management, and payroll.
- Maintains a file of confidentiality agreements for the student employees to ensure student compliance with FERPA.
- Coordinates and monitors the electronic submission of GMS timesheets on a weekly basis for all students and guarantees that all staff members complete their necessary GMS processes on time. Additionally, this position handles any General Payroll Forms or corrections for the staff and students and makes sure that individuals are paid bi-weekly, including all student assistants.
- Manages all aspects of student employment in the office.
- Hires and helps supervise students employed by the Dean to work on various research projects throughout the year.
- A bachelor's degree and at least one year of work experience, ideally in budget management, human resource administration, student counseling, and project management.
- Ability to negotiate and work closely with all members of the office.
- Demonstrated ability to collect and analyze data and to use independent judgment, where appropriate.
- Experience with and knowledge of PC based administrative software such as Microsoft Office.
- Excellent interpersonal and communication skills, a demonstrated ability to work with a diverse client population, and commitment to continuous quality improvement and customer service are required.
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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.