Administrative Coordinator - Georgetown University's Office of Advancement

Location
Washington D.C.
Posted
Aug 15, 2019
Institution Type
Four-Year Institution


Administrative Coordinator - Georgetown University's Office of Advancement

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.

Requirements

Administrative Coordinator - Georgetown University's Office of Advancement

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 Office of Advancement supports the mission of Georgetown University, its faculty, and students by developing relationships with key constituencies, connecting with alumni, and working with donors to help them know and understand opportunities for partnership with the university.

Requirements

The Administrative Coordinator is the key point person for the Office of Advancement. The Administrative Coordinator is a dual role, which combines front office and business operations coordinator responsibilities. The Administrative Coordinator provides a broad range of operational and administrative support for the AVP, Financial Planning and Gift Administration, including calendar management and scheduling. The Administrative Coordinator position requires strong interpersonal skills, excellent communication skills, and the ability to prioritize and perform multiple tasks simultaneously with little supervision.

The Administrative Coordinator will report to the AVP, Financial Planning and Gift Administration, who reports to the Chief Operating Officer. This position requires a professional demeanor in a high-pressure environment and requires the use of good judgment, concentration, flexibility, and the ability to prioritize and work with all staff levels effectively. The Administrative Coordinator supports the overall mission of Business Operations to be the trusted advisor to all in the Office of Advancement in the deployment of talent management strategies to achieve Advancement's goals.

The Administrative Coordinator will have duties that include, but are not limited to the following:

Front Office Management
  • Greet all visitors, messengers and delivery personnel, and acts as liaison between staff, building coordinator, and parking personnel. Make appropriate calls to in-house staff to pick up delivery items. Answer and screen incoming calls, and routes to appropriate person.
  • As part of the new staff onboarding process, this position manages staff parking to include ordering and distributing of parking passes and validation stickers, maintaining an accurate log, coordinating the process with outside supplier Impark, and addressing any parking issues as they arise.
  • Grant access to the building and ensure building cards are activated for new employees.
  • Own consistent, frequent and service-oriented communication and updates to staff to notify them of information as needed.
  • Ensure that kitchen is clean and supplies are ordered, sends out office-wide emails regarding office clean up days and fridge clean up.

Business Operations Support
  • Assist the Budget and Business Operations team on projects such as reviewing the budget reports for errors and discrepancies, notifying staff of missing information or receipts during review by the Business Managers.
  • Work on special projects assigned by the Senior Financial Analyst, in supporting the Business Operations team, e.g. printing and preparing training packages and sending out follow-up messages to staff.
  • Assist with reconciliations and financial tasks as needed, including timely processing and reconciliation of accounts. Respond to general inquiries regarding payment status and actively research and resolve any variances or errors.
  • Review operating budgets as assigned, paying close attention to expenditures and regularly updating supervisor of any areas of concern.

Administrative Support to AVP
  • Support the AVP, Financial Planning and Gift Administration in calendar management and scheduling. This includes scheduling group meetings.
  • Work with suppliers, e.g. hotels and caterers in coordinating events for the Business Operations and Gift Administration team, such as staff retreat, team meetings, and training.
  • Coordinate special activities and projects such as data analysis and reporting, emailing participant surveys, reviewing reports for errors, following up with staff, and coordinating department engagement initiatives.

Qualifications
  • Bachelor's degree preferred.
  • Minimum of 1-2 years of experience or equivalent training.
  • Interest in higher education and/or Business Operations
  • Strong professional presence to work with staff of all levels and external stakeholders of all backgrounds.
  • Highly developed interpersonal, written, and oral communications skills required.
  • Superior organizational skills.
  • Strong problem solving abilities.
  • Ability to autonomously initiate and prioritize tasks and work until accurate completion.
  • Strong computer skills, including all Microsoft applications, most importantly strong experience with Excel (Word, Excel, PowerPoint, and Access). Strong knowledge of databases and familiarity with computer programming.
  • Ability to understand and practice a high standard of confidentiality


Current Georgetown Employees:
If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:
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.

Need Assistance:
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected].

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.

EEO Statement:
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.

Benefits:
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.


To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/2115-Wisconsin-Avenue/Front-Office-Manager---Office-of-Advancement_JR06833





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