Administrative Associate

Location
Washington, D.C.
Posted
Sep 09, 2017
Institution Type
Four-Year Institution


I. JOB OVERVIEW

Job Description Summary:

Reporting directly to the Special Assistant to the Provost, the Executive Assistant provides support to the Deputy Provost and other members of the Provost's senior staff to support the initiatives and objectives of the Office of the Provost. Primary functions of the Executive Assistant include:

Primary responsibilities include:

-Provides administrative support to the Deputy Provost.

-Manages the calendar of the Deputy Provost. (gatekeeper, ability to prioritize requests, ability to independently make judgment calls about the use of Deputy Provost's time)

-Assists the Deputy Provost in supporting administrative functions of University Seminars.

-Drafts communications and correspondence on behalf of the Deputy Provost

-Oversees the administration of the university seminar programs (tracking expenses, liaise, create correspondence)

-Supports the Deputy Provost in space management including inventorying spaces and site visits.

-Staffs meetings (coordinate logistics, draft meeting materials, take notes and create meeting minutes including capturing action items, assist in following up on action items.) Meetings will include Senior Associate Dean meetings, Undergraduate Dean meetings, and others.

-Follows up on action items on behalf of the Deputy Provost

-Assists with student academic issue escalation by drafting letters, interface with appropriate GW offices

-Retrieves data for the Deputy Provost from GW systems such as Banner and Tableau

-Provides administrative support to the Chief Business Officer
-Calendar management for recurring and group meetings.

-Supports special projects on behalf of the Chief Business Officer; for example GW Docs, faculty and staff lunches.

-Serves as back-up administrative support to the Provost Special Assistant

-Tracks the use of executive housing
-Manages the Provost off site storage

-Manages student workers who are responsible for Front Desk phone and guest reception/receiving visitors and fields calls for the Office of the Provost

-Logs correspondence and contracts and provides to the Executive Assistant for completion

-Mail distribution

-Maintains office operations to include inventory, equipment procurement, managing office requests (e.g. GW facilities and IT), serve as the floor warden, and manage office conference lines

-Assists with executive onboarding tasks

-Plans and implements office systems, layout and equipment procurement

-Correspondence and Contracts for the Provost's office

-Tracks, logs, and audits for completeness Memorandums of Understanding (MOUs) and agreements

-Participates in contracts training as the Provost Office representative.

-Reviews incoming correspondence (provost@gwu.edu, mail, etc) and delegates to appropriate department/individual; follows up, as appropriate to ensure timely and accurate completion of tasks assigned.

-Maintains appropriate records and files, instituting or enforcing accountability and confidentiality procedures according to the nature of the data

-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:

Executive level support experience and knowledge of modern office practices preferred.

Tact and good judgment in confidential situations and proven experience interacting with senior management, as well as excellent customer service and superior verbal and written communication skills.

The ability to complete multiple tasks with competing priorities as well as to perform daily tasks with confidentiality and discretion.

Should be detail-oriented, exercise good judgment, and work as a team player in a fast-paced environment.

Should be punctual and available to work additional hours as needed.

Highly proficient Microsoft Office skills, including ability to create complex spreadsheets, manage databases and generate reports.

A positive and proactive attitude is essential.

Prior experience supporting an executive level office or position strongly preferred.


II. JOB DETAILS

Campus Location: Foggy Bottom College/School/Department: Academic Affairs Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 1 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: M-F , 8:30 AM - 5:30 PM Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. 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: Internal Applicants Only? No Posting Number: S006655 Job Open Date: 09/08/2017 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. * What are your salary expectations?
    (Open Ended Question)



Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents




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

      PI99337522