Administrative Assistant III

Job description


Job Description Summary:

The George Washington University (GW) Office of Innovation & Entrepreneurship is housed under the Office of the Vice President for Research. The office provides programming around innovation, education, venture creation, and making connections to support GW entrepreneurs and the Mid-Atlantic startup community. Founded in 2010, the office has worked with thousands of students, faculty, and alumni, and serves as a focal point for entrepreneurship at GW. It leverages the unique strengths of our university's schools in the nation's capital to serve society at large through the knowledge and practice of entrepreneurship. GW is a core university in one of the U.S. National Science Foundation's eight Innovation Corps (I-Corps) Nodes, which promote the Lean Startup Approach for building successful startups. GW has also been designated as an I-Corps Site, one of sixty-seven Sites in the nation.

The Administrative Assistant reports directly to the Associate Vice President (AVP) for Innovation and Entrepreneurship. S/he is responsible for providing long-term and day-to-day assistance to the Associate Vice President for Innovation and Entrepreneurship. Specific duties and responsibilities include:

• Manages and maintains agendas and calendars for the Associate Vice President for Research, Innovation & Entrepreneurship (primary).
• Assists in scheduling for other senior level members of the office. Maintains schedules and seating assignments for student interns.
• Maintains schedules for mentors and other volunteers supporting office programs
• Supports department meetings, internal management meetings, and external management meetings. This includes but not limited to:
o Confirming staff attendance
o Creates and prepares meeting agenda
o Taking detailed notes (department meetings only)
• Serves as the primary point of contact and liaison for the AVP on university and external communications; and, handles and screens all phone and mail communications and inquiries for AVP.
• Maintains AVP's records, policy and decision files, regulations, historical files and similar documentation applicable to the programs administered.
• Serves as trouble-shooter in solving administrative or procedural problems collaborating with other departments as needed. Handles inquiries or refers them as appropriate.
• Communicates with other University offices, schools, and centers to exchange information, enlists cooperation and implements OVPR programs.
• Maintains strict confidentiality on all matters involving staff, correspondence, communications, budgets and administrative matters.
• Maintains office databases, including tracking program participant outcomes, alumni/volunteer activities, social media/marketing metrics, and sponsorship/donor/partnership pipelines.
• Prepares internal reports on database metrics for staff meetings.
• Monitors and responds appropriately to Office for Innovation and Entrepreneurship's email accounts.
• Updates social media accounts and websites.
• Serves as initial point of contact for the office. Tasks include but are not limited to:
o Signing for incoming packages;
o Greeting guests and directing them to the proper staff member for meetings; and,
o Organizing all incoming mail for office suite.
• Provides general office duties including mailing, filing, copying, faxing, drafting correspondence, ordering supplies, processing routine maintenance contracts, etc.
• Coordinates and plans travel arrangements, schedules, and expense reimbursements.
• Oversees financial transactions for AVP; processes expense and travel expenditures and reimbursements; and, reconciles P-Card statements on a monthly basis.
• Assists with the student travel and faculty travel grants.
• Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

• Demonstrated ability to interact with senior executives.
• Strong written and verbal communication skills.
• Self-starter and able to work without constant supervision.
• Highly organized, detail-oriented, and adaptable to changing work environments.
• Proficient in MS Office Suite, including Excel.
• Comfortable with basic bookkeeping and numbers.
• High level of professionalism.
• Bachelor's degree preferred.
• Prior experience providing executive support in an academic environment.
• Prior experience managing multiple complex schedules.
• Demonstrated ability to work with data and numbers.
• Demonstrated ability to multitask and effectively prioritize and manage time.


Campus Location: Foggy Bottom College/School/Department: Office Vice President of Research (OVPR) Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 1 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday through Friday, 8:30am -5:00pm Position Designation: Non-Essential: Employees who are not required to work unless directed to do so by their supervisor. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants:

This is a two year limited term appointment. The appointment may be extended that the discretion of the department.

Internal Applicants Only? No Posting Number: S006613 Job Open Date: 08/25/2017 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).
  1. * Are you proficient in MS Office Suite, including Excel?
    • Yes
    • No
  2. * Do you have experience providing executive support in an academic environment? Please provide a detailed explanation.
    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3

Documents needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3





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Job No:
Posted: 8/26/2017
Application Due: 9/21/2017
Work Type: