Georgetown Univerisity Executive Assistant to the Dean - Georgetown University's McCourt School of Public Policy in Washington, District Of Columbia
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Executive Assistant, Office of the Dean - Georgetown University's McCourt School of Public Policy
The Executive Assistant will provide high level administrative support to the Office of the Dean and the McCourt School. This individual plays an important role in the successful operations of McCourt, serving as the key resource person for the Dean and as the administrative leader for Dean’s Office activities and events. The Executive Assistant provides executive, administrative, and analytical support to the Dean in a wide variety of areas including: special projects, correspondence, maintenance of the Dean’s calendar; planning, coordinating, and executing high-profile events on behalf of the Dean’s Office; developing, supporting, and maintaining Dean’s Office administrative support processes, such as Dean’s Office documentation and departmental calendars; working closely with, and providing support for, Dean’s Office leadership team members, including Associate Deans and the Chief of Staff; and problem solving for the day-to-day operations of the Dean’s Office and the McCourt School. The incumbent will coordinate activities on the Dean’s behalf, act as liaison to senior management across campus, hold primary responsibility for administrative support to the Dean’s Office, identify issues or problems, prioritize tasks, and work independently with a high degree of confidentiality.
The Executive Assistant reports to the Dean of McCourt, and serves as liaison with University administration, University Deans, senior management, faculty, staff, students, alumni, industry partners and others in the Georgetown community.Duties include, but are not limited to:
Exercises independent judgment to perform special assignments as requested by and on behalf of the Dean. Resolves, researches, assesses, and refers problems, often of a sensitive or confidential nature.
Exercises independent judgment in bringing information and issues relating to the affairs of McCourt to the attention of the Dean. Defines problems, independently, conducts research as necessary, formulates solutions and makes recommendations.
Independently responds to requests and inquiries from faculty, staff, and students regarding McCourt policies and procedures.
Provides analytical and administrative support to the Dean on a variety of issues, projects and programs. Compiles data, solicits, and researches information from a variety of sources both on and off campus, and prepares reports as requested. Coordinates across McCourt units to obtain relevant information and execute projects and directives.
Prepares detailed briefing materials for the Dean prior to meetings. Researches, prepares, and provides pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations
Keeps track of assignments made to others for actions to be taken on the Dean’s behalf and insures that deadlines for responses are met.
Coordinates full-time faculty searches including posting positions, supporting faculty committees, coordinating candidates’ campus visits, ensuring compliance with IDEAA polices and reporting, and compiling visa applications when needed.
Manages full-time faculty appointments in collaboration with the Associate Director of Financial Affairs.
Compiles rank and tenure dossiers and mid-tenure reviews.
Assists the Dean in special projects.
Manages the Administrative Coordinator and oversees associated duties. Also manages graduate assistants.
Manages the operation of the Dean’s Office.
Independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Dean.
Researches and resolves problems.
Coordinates workflow, communications, processes and procedures for all work done in direct support of the Dean’s Office, including the development, support, and monitoring of Dean’s Office administrative tools, document storage, calendars, and organizational systems.
Serves as the owner of the Dean’s Office departmental calendar, providing reminders to all Dean’s Office leadership of upcoming timelines, events and deliverables and providing administrative support as needed in support of these activities
Manages the Dean’s time.
Handles all aspects of Dean’s travel, including the preparation and submission of settlement reports
Manages the Dean’s office general communications with President’s office, Provost’s office, Schools and Colleges Dean’s offices, other major administrative offices and the public
Additional duties vary based on School activities.
Develops, plans, and works closely with the McCourt Communications team to execute special events on behalf of the Dean’s Office, such as high-profile guests and speakers received on behalf of the Dean.
On behalf of the Dean, develops, plans and works closely with the McCourt Communications team to implement student-facing events, including a monthly dinner and breakfast speaker series that provide a forum for dignitaries and policymakers to connect directly with students.
Ensure adequate staffing and schedule set-up for events.
Prepare and disseminate events materials and communication; including managing invitations and the RSVP process; booking travel; and managing day-of logistics.
Set timelines and manage schedules to ensure a smooth run of show at each gathering.
Bachelor’s degree from an accredited institution with a minimum of 2 years’ experience in office administration, business administration, communications and events planning, or a related field.
Demonstrated proficiency in Microsoft Office required.
Excellent communication skills, both oral and written; ability to communicate ideas and issues clearly, concisely and accurately.
Excellent organizational skills and a demonstrated ability to develop and implement organizational systems.
Ability to deal effectively with high-level administrators, faculty members, special guests, and students.
Highly effective team member with a proven ability to work collaboratively on projects.
Creative and collaborative thinker, with the ability to track and take into consideration a broad array of school activities into Dean’s Office plans.
Web-based communication tools such as Qualtrics and GSuite, and cloud-based organizations systems such as Box preferred.
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