Special Assistant to the Chief of Staff

Location
Washington, D.C.
Posted
Sep 16, 2017
Institution Type
Four-Year Institution


I. JOB OVERVIEW

Job Description Summary:

Reporting to the Chief of Staff, the Special Assistant works in the President's Office. Main responsibilities include:

Manages the daily administrative activities of the Chief of Staff's Office: overseeing the coordination of meetings and corresponding appointment calendars; handling inquiries/requests independently within established procedures; providing assistance by researching issues and gathering data for the preparation of reports, graphs/charts to be used in meetings and presentations; and authors meeting agendas for division staff meetings and committee meetings that are chaired by the Chief of Staff.

Drafts letters, memos, minutes, documents, and other applicable University forms; seeks answers and solutions to inquiries utilizing independent judgment in preparing responses.

Reviews incoming correspondence and delegates to appropriate department/individual; follows up, as appropriate, with unit directors to ensure the timely and accurate completion of tasks assigned by the President; responds to incoming calls and provides information and resolves matters, as necessary; and greets/announces customers visiting the Chief of Staff.

Assists in the preparation and reconciliation of budgetary accounts; maintains subsidiary reports and reconciles against actual expenditures; manages the preparation of invoices, deposits, etc.; and performs other budgetary related duties, as necessary. Responsible for the research and approval of P-Card charges and the accurate maintenance of back-up documentation.
Gathers, reviews, and maintains leave records for the Chief of Staff's direct reports; and oversees payroll related matters for the for the President.

Coordinates and facilitates logistics for the Office's new employees (e.g. computer, printer, phone, business cards, keys, orientation, moving expenses, etc.).
Oversees the maintenance of conference room availability and ensures rooms are maintained clean, organized and facilitates logistics for all meetings within such rooms.
Provides general support and operational administrative guidance to staff, as necessary.

Oversees the coordination of travel arrangements and reimbursements, preparing invoices, deposits and any other forms, as necessary.

Oversees and maintains records of the office's overall inventory and is responsible for the centralized ordering and payment management of supplies (office, coffee, kitchen, etc.), equipment, furniture, keys, interdepartmental work order requests, property control, etc.).

Assists in the preparation and maintenance of the Division's Emergency Management Action (Evacuation) Plan and the Continuity Operations Plan Documents.

Performs other 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 plus 2 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study. 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:

Excellent communications skills, both verbal and written in addition to excellent customer service skills and telephone etiquette.

A professional demeanor with a positive disposition and problem solving capabilities.

Must be able to work in a fast-paced environment.

Proficient in Microsoft Office Suite: Word, Excel, and PowerPoint.

Able to work independently with the ability to multi-task.

Able to effectively represent the Office of the President internally and externally.

Ability to work in a multicultural environment.

Must be sensitive to the needs of the University community. Confidentiality is essential, particularly as it relates to matters for which the premature release of information would be detrimental to the interests of the University.


II. JOB DETAILS

Campus Location: Foggy Bottom College/School/Department: President Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 2 Full-Time/Part-Time: Full-Time Hours Per Week: 40+ Work Schedule: Monday through Friday 8:30am - 5:30pm 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: S006651 Job Open Date: 09/07/2017 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 currently employed at George Washington University?
    • Yes
    • No
  2. * Do you meet the minimum Qualifications?
    • Yes
    • No
  3. * What is your expected salary range?
    (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

      PI99432988