Front Desk Coordinator - Georgetown University Law Center

Location
Washington D.C
Posted
Jun 12, 2019
Closes
Jul 30, 2019
Ref
JR06789
Function
Program Manager
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

The Front Desk Coordinator provides computing, technica l, research, clerical, and administrative support to the Office of Academ i c Affairs staff and administers consistent, professional, and timely assistance to the staff, students, faculty, and visitors to this office. S/he interacts via phone, email, and in-person with students, faculty, other Georgetown Law staff members, visitors, and outside vendors, and also negotiates rooms/event space and catering contracts. Reporting to the Executive Director of Academic Affairs, the Front Desk Coordinator has additional duties that include but are not limited to:

General Administration / Front Desk Operations
  • Serves as the first point of contact for current and pro s pective students, faculty, s t aff, and alumni, providing suppo r t services for walk-in, telephone and email inquiries, and managing the department's genera l email account.
  • Ensures that routine questions are answered and de a lt with immediately to provid e prompt and courteous service, maintaining sensitivity to the students and faculty as we ll as good judgment.
  • Prepares correspondence and memo s, r evises corres pondenc e and informational materials, assists wit h mass mai l in gs , and creates mai l ing l ist s and ro s t e rs as ne e ded .
  • Makes phone cal l s and inquiries and prep ares documents for appointments, including retrieving files, transcripts, an d confidential info r mati on for meetings wit h students, staff, faculty, and administrators.
  • Ensures the timely and accurate delivery of th e written responses to the appropriate individuals.
  • Ensures that all informat ion provided is accurate and within the g uidelin es of privacy r estr ictions.
  • When appropriate, directs quest ions to others within and outside of the department for resolutions.
  • Maintains re g ular communications with co-workers to stay current on po l i c y or dead l ine adjustment s.
  • Maintains the website editing on th e Word Pr ess (or current) platfo rm.
  • Gene r at es and mails l e tters, d istributes materials to faculty, students and administrators, makes copies, and does fi l in g as nee d e d .


Administrative Assistant Duties
  • Functions as an ass i s t a n t to t he Assistant Deans and th e Executive Directors, responding to facu l ty r e qu es t s and i nquiri es.
  • Responds to questions concerning all aspects of services offered by the Office of Academic Affairs, which requires an e x t e nsiv e knowledge and a detailed underst anding of adm i nistr ative regulations, academic policies, and office operational procedure s, and the ability to interpret and analyze t he forego i ng .
  • Assists the senior s t aff in providing prompt ass i s t a nce and completes information to s tuden t and faculty inquiries about academic programs, faculty information, and policies.
  • Assists with me et in g and eve nt planning, including room reservations, 1 ST and facilities requests, and catering orders .
  • Provides back-up to the Office Manager by submitting financial submissions through GMS for purchase order requisit i on s , receipts, journal vouchers , and employee reimbursements.
  • Provides support on the annual course scheduling project.


Qualifications
  • Bachelor's degree or equivalent
  • 3-4 yea rs ' of administrative e x perience
  • Strong organizational, verbal, and w rit te n skills
  • Demonstrated interpersonal sk ill s with a commitment to working with a diverse student body and faculty
  • Ability to be w el l versed in all L aw Center functions, including grades, transcripts, certifications and registration, and to be knowledgeable of all office policies and procedures
  • Ability to effectively serve diverse personalities, maintain poise and professional demeanor, diplomacy and tact, sound judgment and discretion when dealing with confidential and sensitive information in what can be a highly pressured environment


Preferred Qualifications
  • Experience in event and meeting plannin g
  • Proficient in use of Microsoft Office applications
  • Familiarity with laser printers, sca nner s and photocopiers
  • Familiarity with financial systems, budgeting and accounting

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