Program Manager & Special Assistant to the Dean - Georgetown University College of Arts & Sciences

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

Program Manager & Special Assistant to the Dean - Georgetown University College of Arts & Sciences

​​​Founded in 1789 as the nation’s first Catholic institution of higher learning, the Georgetown University College of Arts & Sciences (CAS) is committed to the Jesuit traditions of an integrated education and of productive research in the liberal arts, including fine arts, humanities, languages, sciences, and social sciences. The College is the original and largest academic element of the University and enrolls more than 50% of undergraduate students and its 550 faculty members offer more that 75% of the instruction on the Main Campus to students irrespective of school affiliation. 

Job Overview

The Program Manager & Special Assistant to the Dean provides executive support to the Dean’s vast portfolio of academic and administrative activities driven by the mission of the College. They manage the Dean's calendar, arrange meeting logistics and materials, prepare complex domestic and international travel arrangements, reconcile expenses and reimbursements, maintain records and files, and manage their office and residential spaces.

They also plan and execute signature events hosted by the Dean, ranging from meetings with internal and external boards and committees, special lunches and dinners, and small gatherings of select faculty, students, staff, and administrators; and manage the scheduling of select conference rooms. 

Additionally, they play a critical role in the College’s fundraising and development initiatives in support of the Dean, including working extensively with the Office of Advancement and building substantive relationships with various external and University constituencies. They are responsible for developing and demonstrating an extensive knowledge of the College's campaign priorities and of the College's current and prospective donors with whom the Dean frequently interacts.

As well, they provide support to critical stakeholders - including the Dean's College Board of Advisers - which involves extensive research, preparation of materials and meeting logistics, expense and records management, and frequent communication with Board members and their staff members.

The Program Manager & Special Assistant to the Dean maintains high level oversight of the Dean’s Office operations through the supervision of a professional staff member, who is responsible for the front desk reception and day-to-day tasks; and manages the escalation of sensitive inquiries and communications. They consistently apply the highest level of professionalism, the exercise of confidentiality and discretion, tact, knowledge of University protocol and appropriate business etiquette, and the ability to converse with the University's top administrators, their colleagues and staff, as well as faculty, parents, students, alumni, donors,  members of multiple internal and external boards, and volunteers.

As well, they accomplish their responsibilities with collegiality, collaboration and prompt and effective customer service with internal and external constituents. In a very busy work environment, they ably prioritize multiple responsibilities, tasks, and deadlines.

Responsibilities include but are not limited to:

• Responsible for scheduling meetings that involve the Dean as well as all signature events hosted by the Dean, ranging from meetings with internal and external boards and committees, special lunches and dinners, and small gatherings of select faculty, students, staff, and administrators.
• Arranges all of the Dean's travel and manages the Dean’s expenses and reimbursements by processing them in a timely manner in full compliance with University and Main Campus policies.
• Responsible for developing and demonstrating an extensive knowledge of the College's campaign priorities and of the College's current and prospective donors with whom the Dean frequently interacts. 
• Works extensively with the Office of Advancement as the College is a central participant in the University's fundraising campaigns. 
• Accountable for ensuring all Dean’s Office guests are received in a professional manner, personally and through the deployment of front desk employees who serve as the initial point of contact through phone, email or face-to-face interactions.

Work Interactions and Work Mode Designation

Reporting directly to the Dean of the College of Arts & Sciences, the Program Manager & Special Assistant to the Dean interacts regularly with high level University Administrators, College Board Members, donors, and prospects. The incumbent interacts regularly with CAS faculty, staff and students, as well as colleagues in partner offices and schools.

They also work closely as the CAS liaison with the Office of Advancement as the Dean's front-line representative both inside and outside the University community, interacting in person, and via written and oral communications. 

To accomplish the responsibilities of their role, they work with University business units (Financial Affairs, Facilities, UIS) and external vendors.

This position has been designated as On-Campus. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University.  Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation .

Requirements and Qualifications

• Bachelor's degree
• Minimum of 5 years of professional experience supporting an executive level leader – preference for 7 years of experience and for experience in higher education administration and supervision
• Superior organizational abilities, attention to detail and ability to multi-task and prioritize 
• Professional, service-oriented demeanor, and discerning sense of judgment, taste, and tact 
• ​​​​Excellent interpersonal skills in coordination and communication with constituents, including executive-level administrators, faculty, students, and staff 
• Commitment to coordinating meetings and processes in an organized and professional manner 
• ​​Collaborative work style and desire to join a cohesive team ​and collegial office environment​ 
• ​​Growth mind-set and the ability to assess and evaluate procedures, events, or meetings and recommend improvements ​and​​ changes 
• Experience using ​​various ​scheduling, database, word processing, and office ​applications​​ ​​technologies ​including Google Suite, Microsoft, Zoom, Box, etc.
• Availability for evening and weekend work.

Cover letter and resume required for consideration.

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. 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 comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website .