Executive Administrator - Washington, United States - George Washington University

Description

I. JOB OVERVIEW

Job Description Summary:

The George Washington University seeks an experienced, dynamic and highly motivated executive administrator to serve a dual role, supporting both the Office of the Provost and the Department of Naval Science. The Executive Administrator reports to the Director of Administration, providing support to the Department of Naval Science and Provost Office leaders as directed.

This is a full-time, in-person position at GW's Foggy Bottom campus in Washington, D.C., with flexibility and remote work opportunities provided on occasion with supervisor approval.

Office of the Provost Duties:

The Executive Administrator is responsible for providing executive-level operational and programmatic support for the Office of the Provost's portfolio of programs, activities and relevant special projects.

Roles & Responsibilities:

• Coordinates the daily administrative activities for the Deputy Provost and Vice Provost(s) as needed, by scheduling meetings and corresponding appointment calendars; handling inquiries/requests with supervision within established procedures; providing assistance by researching issues and gathering data for the preparation of reports and other communiques.
• Coordinates travel arrangements and reimbursements, preparing and/or overseeing the necessary paperwork required.
• Confers with and advises staff and others to provide technical advice, problem solving assistance, respond to general inquiries related to program goals and policy. Appropriately refers inquiries to other departments or persons as necessary.
• Collaborates with Provost Office staff, as well as staff in other departments to coordinate program activities and training; to accomplish program objectives; and to ensure cooperative efforts are enhanced and available resources are utilized.
• Supports Provost Office outreach efforts by drafting letters, memos, minutes, documents, and other applicable University/School forms; seeks answers and solutions to inquiries. Assists with event planning and logistics.
• Monitors, verifies and oversees the reconciliation of budget expenditures.
• Participates in staff meetings when appropriate; completes special projects as assigned and performs other related duties.

Department of Naval Science Duties:

The George Washington Naval Reserve Officer Training Corps (NROTC) seeks to develop college students mentally, morally, and physically to prepare them for service in the United States Navy or Marine Corps. College students enrolled in the program are referred to as midshipmen, and attend one of four local schools: George Washington University, Catholic University, Georgetown University, and Howard University.

The GW NROTC unit is run by five Navy officers and one Marine Corps officer, one Marine Corps senior enlisted, and two Navy civilian (GS) employees. This role serves as a liaison between NROTC and GWU to provide continuity and preserve understanding of university operations.

This role provides administrative support to the NROTC staff, coordinating schedules and maintaining calendar(s) for assigned staff, and regularly prioritizing and arranging meetings, conferences, and appointments. This role monitors and assists with budget preparation and record keeping, organizes and submits purchase card receipts, and anticipates and prepares background materials as needed. The position may assist in coordinating room reservations on campus as needed.

The Executive Administrator serves as the receptionist and the point of contact for GWU Naval Science Department (NROTC).

The Executive Administrator will:

• Provide administrative support to all department staff
• Manage the staff onboarding process, and suggest changes as needed
• Recommend and manage process improvements to staff
• Advise staff and facilitate understanding of and compliance with university policies
• Ensure the university's schedule of courses remains up to date and reflects the correct instructor, course name, course number, and room assignment
• Facilitate changes to the university course bulletin as needed
• Collect and disseminate pertinent university deadlines to staff, including but not limited to:
  • Student course registration
  • Student housing registration
  • Add/Drop deadline
  • Course schedule and room changes
  • Quarterly and annual budget submissions
• Submit and track facilities repair requests, IT support requests, and housekeeping requests
• Maintain a long-term (greater than two year) proposed schedule of facility and IT upgrades
• Serve as trouble-shooter in solving administrative, procedural, or operational problems. Cultivate and maintain contact with other GW departments including but not limited to:
  • Registrar
  • Office of Student Rights & Responsibilities
  • Office for Student Success
  • Facilities
  • IT
  • Housekeeping
• Maintain historical files and similar documentation applicable to the programs and projects of the Department, such as course evaluations, student, and faculty files etc. May also gather and organize pertinent information, and digitizing records to create an effective and useful archive of information.
• Maintain the university's NROTC webpage
• Purchase and inventory supplies as needed and pay invoices

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 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:

• SECRET clearance and experience supporting a military staff preferred.
• Experience using the Defense Travel System (DTS); SAP Concur; Google and Microsoft program suites; video conferencing platforms is desired.

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

Individual Contributor

Level

Level 2

Full-Time/Part-Time:

Full-Time

Hours Per Week:

40

Work Schedule:

M-F (8-5, some days require a 7-4 schedule)

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:

S012897

Job Open Date:

03/13/2024

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.