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Requirements

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 Business and Academic Manager (BAM) serves as the primary manager and point person for all administrative (business and academic) work for the Department of African American Studies. In addition to providing direct support to the Chair of the Department, s/he undertakes a wide variety of supportive, administrative, secretarial, financial, and human resources tasks for the Department. This position will also provide administrative support to faculty in the department, including the maintenance of their individual research accounts. Reporting to the Department Chair, the Business and Academic Manager has responsibilities 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 non-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 Course Leaf and orders desk copies for courses, maintaining virtual and physical copy files for the 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 registrar's system and collecting and updating course descriptions.

Budget and Office Management

• Manages and provides support to the department for budget functions including (but not limited to): contracts management, procard allocation and reconciliation, cost center reconciliation and review, expenses, journals, and other business processes, as requested.
• Manages and reconciles the department's budget, as well as creates and processes purchase requisitions, including for computer and other technology.
• Purchases and manages inventory of supplies, including office supplies, kitchen supplies, and copier supplies, ensuring the operability of office equipment.
• Creates and processes expense vouchers for honorariums and reimbursements for guest speakers, initiating the purchase of goods and services.
• Hires and manages student employees and processes payroll, ensuring student employees have ample tasks to complete while in the office.
• Ensures that funding exists for transactions, assigned worktags appropriately reflect the transaction, and applies such consistently and accurately.
• Communicates with the department to ensure uploaded documentation complies with University policies and procedures and works to resolve any issue.
• Initiates procurement transactions in GMS using the appropriate worktags and monitors to completion, attending mandatory and voluntary training's related to the GMS Financial role.
• Uploads all required supporting documentation legibly to the transaction according to University policies and procedures.
• Prepares contracts for faculty members needing independent contract services, including but not limited to proofreading and indexing.
• Works with chair to prepare annual budget and reports to the 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.

Administrative and Communication

• Schedules and organizes meetings, conference rooms, catering, and makes travel arrangements.
• Schedules and coordinates several lectures and colloquia each academic year, records minutes, assists with presentations, and/or provides technological support for meetings.
• Manages web content, including the department's calendar events, website, and social media platform.
• Serves as the department's Receptionist and communicates regularly with external constituents about Department developments through social media outreach.
• Develops and distributes the Department Newsletter, AFAM Review , to the AFAM community, including alumni and affiliates.

Qualifications:

• Bachelor's degree
• Demonstrated skill in administrative management in a financial and not-for-profit environment (higher education preferred)
• Minimum of 2 to 3 years' progressive work experience in administration and management
• Intermediate to advanced skills in MS Word and Excel
• Understanding and knowledge of current software and financial management tools
• Ability to learn to use different content management systems such as Google web forms, and web content management systems
• Outstanding verbal and written communication skills, detail oriented, flexible, and punctual, since this position is the primary point of contact and responsible for opening and closing the office
• A team player skilled and exceptionally successful at prioritizing work and multi-tasking to meet deadlines
• Knowledge of Georgetown University human resources/faculty appointment policies and procedures as well as GMS (Workday) system experience preferred

With your application, please upload the following (preferably in a single PDF):

• Cover Letter
• Resume