Georgetown Univerisity Executive Assistant to the Dean - Student Financial Services in Washington, District Of Columbia
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.
The Executive Assistant to the Dean provides administrative assistance to the Dean of Student Financial Services and the Director of Finance and Business Services. S/he 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. The incumbent 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, and her external board and committee positions, such as the COFHE Assembly. Reporting directly to the Director of Finance and Business Services and managing up to five student assistants the Executive Assistant has additional duties that include but are not limited to:
Dean’s Office Management
Provides administrative support to the Dean and the Director of Finance and Business Services, managing the work flow of the Dean’s Office as directed by the Director of Finance.
Reviews the Dean's calendar on a regular basis and Dean’s incoming and outgoing mail.
Schedules appointments, makes frequent travel arrangements, and screens phone calls directed from front desk.
Prepares Expense Authorizations in GMS-Financials for office expenditures and other office procurement's sent to Accounts Payable.
Assigns students to work on projects for the Dean and Director of Finance.
Schedules office meetings such as the monthly all-staff meeting and quarterly Advisory Committee meetings, as well as external meetings as required.
Notifies entire staff via e-mail about important University and office matters and maintains Conference Room resource in Google Calendar.
Student Research & Financial Literacy Programs
Working closely with the Director of Finance, coordinates the Common $ense program and provides logistical assistance to the financial literacy interns throughout the academic year.
Sets goals, creates the communication plan, brands, conducts presentations, website content, and evaluates the efforts of the program, planning the course of the year’s events and preparing the written materials for the student audience as necessary.
Performs all logistical detail involved with mounting the project: event coordination related duties including sponsor management (soliciting participation from a variety of sources), space management, negotiations with caterers, engagement of speakers, management of the student help for the events, managing a finite budget for each event).
Interfaces with contacts from outside organizations to represent the programs.
Supervises ongoing research on competitor schools as part of the OSFS-led “What the Competition is Doing” study which feeds information to Admissions and Advancement on how Georgetown is faring in certain categories against competitor schools in financial aid metrics and admissions policies.
Attends GSP related events to better understand student’s financial concerns and implements solutions within the communication realm to address these issues, acting as the liaison for GSP and finance.
Administrative OSFS Support – HR & Payroll
As the GMS Time Keeper, works closely with all aspects of staff and student employee relations, maintaining a file of confidentiality agreements for the student employees to ensure student compliance with FERPA.
Coordinates, collects, monitors, and submits GMS paper timesheets on a weekly basis for all students and guarantees that all staff members complete their necessary GMS processes on time.
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, including conducting preliminary interviews for potential student employees and referring appropriate candidates to those seeking student help within the office, conducting orientation sessions given to all student employees where office policies and procedures are communicated, including confidentiality requirements, and coordinating with the appropriate supervisor the student evaluation process at the end of each academic year and implements wage increases.
Office Infrastructure/Supplies Management
Orders and maintains office supplies as well as monitors supply inventory including letterhead, envelopes, photocopy/printer paper, business cards, office supplies, coffee, and water.
Monitors copy machines and fax machine, serving as the liaison with Telecommunications Office to ensure that phones lines work properly.
Serves as the liaison with Facilities Office to ensure that working conditions are such that employees can perform their duties in a comfortable work environment.
Handles issues regarding office keys, facilities repairs, installations, and housekeeping.
Requirements and Qualifications
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
Current Georgetown Employees:
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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.
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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.
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.
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
Georgetown University is one of the world’s leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world. We are a vibrant community of exceptional students, faculty, alumni and professionals dedicated to real-world applications of our research, scholarship, faith and service.
Established in 1789, Georgetown is the nation’s oldest Catholic and Jesuit University. Drawing upon the 450-year-old legacy of Jesuit education, we provide students with a world-class learning experience focused on educating the whole person through exposure to different faiths, cultures and beliefs. Students are challenged to engage in the world and become men and women in the service of others, especially the most vulnerable and disadvantaged members of the community.
These values are at the core of Georgetown’s identity, binding members of the community across diverse backgrounds.