Administrative Associate

George Washington University, United States

Updated: 2 months ago
Location: Washington, PENNSYLVANIA
Job Type: FullTime
Deadline: ;

Posting Details
I. JOB OVERVIEW


Job Description Summary:
As the oldest and largest academic unit, the Columbian College of Arts and Sciences is the intellectual and creative backbone of the George Washington University—a place where the arts, the humanities, the social sciences, and the natural sciences come together to form a nexus of ideas and opportunity. We excel in all areas of the liberal arts and offer graduate and professional programs ranging from art therapy and museum studies to forensic sciences and media and public affairs. We are engaged with the nation’s capital through our internships and professional ties, and through our connections to the world beyond with our research and teaching. And we are a place where experimentation is anchored in practice, and theory is continually tested by examples drawn from the real world.
This senior administrative support position provides enhanced administrative support to one or more individuals. This position maintains and reconciles purchasing cards for departmental, institutional or work unit accounts, and coordinates the schedules and maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments. This position anticipates and prepares background materials needed and may liaise with managers to ensure office administration policies, programs, and activities are appropriate for their needs. This role also typically plans, prioritizes, and manages maintenance and space activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities. The position leads office event planning, including the graduation celebration. This is the highest administrative support position that is not reporting directly to a Vice President or Dean.
Duties and Responsibilities Include:
Administrative Associate Duties Related to Undergraduate Studies
  • Manages the calendar of the Associate Dean, coordinates faculty candidate interviews, drafts correspondence, collects information for Undergraduate Studies Committee to review and attend to arbitrary and capricious grade disputes.
  • Assists with Undergraduate Studies Committee (prepares materials, sends emails, takes minutes), General Program Assessment Center (G-PAC) review committee – sends proposals, acts as liaison between the faculty or department submitting the proposal and the GPAC Review Committee, administers all G-PAC processes and Dean’s Seminars including updating website for G-PAC related issues, assists with director of undergraduate studies meetings and events.
  • Processes expense reports for p-card purchases (Assistant Directors, Associate Dean, Director of Undergraduate Advising).
  • Collects proposals, communicates with Undergraduate Studies Committee and student on the outcome; schedules thesis/capstone defense, manages missing grades outreach at the end of semester and coordinates summer Scholarships with the concerned parties.
  • Manages Courseleaf proposals in a timely manner (checks for language in syllabus, attributes etc.).
  • Graduation Celebration Lead – assists with distinguished scholars and other awards; assists with emails, ticketing, and program; managing the program requires numerous report pulls, liaising with marketing and communications, development, and faculty (department awards). This includes ordering supplies and setting up the venue during celebratory events and advising staff retreats. Manages Marching Orders system. Day of the celebration, manages and coordinates, and supports Associate Dean.


Administrative Associate Duties Related to Advising
  • Proactively attends to incomplete contracts, scholarly travel forms and reimbursements for advisors, faculty issues requiring the attention of the Associate Dean and all related correspondence/communications with Office of the Registrar (OTR).
  • Books spaces for meetings and conferences, sessions planning and support, coordinates message to all departments and programs and occasional updating of department website.
  • Takes minutes of the CCAS Advising meetings and distributes them for CCAS Advising staff meetings.
  • Runs Assessment and Learning in Knowledge Spaces (ALEKS) MATH, ECON, and CHEM score reports for the Director and the different Places of Discovery (PODs).
  • Assists with organizing the Global Bachelor’s Program application review for POD liaisons and Associate Dean.
  • On-boards new staff (ex. getting them access to systems, purchasing supplies). Fix IT tickets and large purchase orders and liaises with the Columbian College IT department for resolving any IT related issues that advising staff might have.
  • As needed, Mount Vernon Campus move of departmental staff.

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. 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:
Typical Hiring Range $26.17 - $34.04 How is pay for new employees determined at GW?

II. JOB DETAILS


Campus Location: Foggy Bottom, Washington, D.C.
College/School/Department: Columbian College of Arts & Sciences (CCAS)
Family Administration
Sub-Family Administrative / Operations
Stream Individual Contributor
Level Level 1
Full-Time/Part-Time: Full time -> FTE 1.00
Hours Per Week: 40
Work Schedule: Monday - Friday, 8:30AM - 5:00PM
Will this job require the employee to work on site? Yes
Employee Onsite Status On-campus (in person)
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:
Employer will not sponsor for employment Visa status
Internal Applicants Only? No
Posting Number: S012809
Job Open Date: 02/07/2024
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.

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