Senior Administrative Assistant

George Washington University, United States

Updated: about 1 month ago
Location: Washington, PENNSYLVANIA
Job Type: PartTime
Deadline: ;

Posting Details
I. JOB OVERVIEW


Job Description Summary:
The Senior Administrative Assistant provides administrative support to the Office of Undergraduate Affairs and Special Programs. The position reports directly to the Associate Provost for Undergraduate Affairs and Special Programs.
This experienced administrative support position provides enhanced administrative support to one or more individuals. This position coordinates schedules and maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences, and appointments. This role also typically monitors and assists with budget preparation and record keeping, maintains and reconciles P-cards for departmental, institutional, or work unit accounts, and anticipates and prepares background materials as needed. This position may compose reports related to status of department budgets or project funding requirements. The position typically monitors and approves travel, procurement, conference, honoraria, consultant, and other expenses associated with department needs and sponsored projects.
The Senior Administrative Assistant will:
  • Provide general administrative support to the Associate Provost: answer phones, respond to inquiries from students, parents, alums, faculty, staff, and administrators; make photocopies; maintain spreadsheets and databases; submit and monitor FixIt requests, greet visitors
  • Schedule, plan, and set up events and meetings including room reservation and tech support coordination with GW IT and catering purchases
  • Draft and circulate meeting notices and agendas
  • Generate reports from GW databases including PowerBI and Banner. Collect, maintain, and update office databases and documents in GBox
  • Assist with annual Academic Honors Ceremony; planning event; collecting, sorting, and verifying records of eligible students using internal dashboards; coordinating with offices of Events and Academic Planning
  • Project management, research, data collection, and report preparation regarding undergraduate academic programs in areas such as academic integrity, academic policy, and program development
  • Support the Special Programs with administrative processes when needed
  • Update and maintain documents related to faculty hiring, promotion, and leave applications; assist with instructor recruitment for Special Programs within GW and regionally
  • Order office supplies and manage inventory, prepare receipts and reports for P-card processing; invoicing, expensing, and reimbursement processing
  • Coordinate travel, including flight arrangements, hotel bookings, and schedules for the Associate Provost and visitors
  • Resolve routine administrative issues with other units


The position is based at GW’s Foggy Bottom Campus in Washington, DC, but the incumbent will perform job duties on the Mount Vernon Campus as needed. The incumbent may perform 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 high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor’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:
  • Outstanding customer service skills, detail-oriented, acquires new skills quickly
  • Strong writing skills and reading comprehension
  • Fluent in software such as Microsoft Office, Adobe Acrobat, Gmail, Google Workspace, Box, and GW enterprise systems such as Banner, Oracle, Kronos (time reporting) and iBuy (expense reporting)
  • Able to use and maintain general office equipment, inventories of supplies and equipment, and office files
  • Able to assist with the general functions of an academic campus and office
  • Able to work independently, complete routine tasks without additional guidance
Typical Hiring Range Commensurate with Experience.

II. JOB DETAILS


Campus Location: Foggy Bottom, Washington, D.C.
College/School/Department: Academic Affairs
Family Administration
Sub-Family Administrative / Operations
Stream Service and Support
Level Level 3
Full-Time/Part-Time: Part-Time
Hours Per Week: 30
Work Schedule: 9:00AM-3:30PM, Monday-Friday
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: S012903
Job Open Date: 03/14/2024
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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