3-5 years of experience
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Employment Type:
Full time
Job Category:
Executive Assistant
(This job is no longer available)
Georgetown University | Washington, DC
Grad Date

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Job Description

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.


Executive Assistant

Provides administrative support to the Director of Army ROTC, or Department Chair, in the areas of academic secretarial support, military and university correspondence, university budget management including monitoring expenses and paying department bills. Responsible for managing department chair's schedule and handling correspondence between the Department of Military Science and Georgetown University and consortium faculty, staff, students, and vendors. Coordinates with the university registrars and facilities management for course listings, classroom space and grade submission for nine courses and twelve affiliate faculty. Manages the adjunct faculty contracting requirements. Serves as Project Lead for major University-Army events, including distinguished visitors, commissioning, and formal functions. Duties include but are not limited to:

* Maintains office chair and department's schedule. Liaison b/w department chair and other university departments and personnel. Composes military and university correspondence in accordance with military and university regulations and format.
* Orchestrates financial operations of the department to ensure the expenditures occur with specified budgetary and policy boundaries. Prepares and monitors budget (w/our final signatory authority). Monitors expenditures, order supplies and other required items and prepares purchases orders and expenses authorizations (ensures all are approved).
* Composes and types general correspondence, drafts, and edits required documents, composes and sends invitations, to program events, facilitates mail for the department.
* Provides information about Army ROTC to prospects and directs them to the right cadre member to answer their questions. Liaison b/w department and approximately 130-150 cadets from Georgetown University, George Washington University, American University, and The Catholic University of America.
* Responsible for in-processing faculty members to include registering for GU ID, GO Card, email, phone and business cards.
* Project Lead for department events occurring on University grounds, including distinguished visitors and military and academic ceremonies, including graduation, commissioning, and military formals.

Sponsored Project Management

* Reviews and reconciles expenses on the Budget to Actual Reconciliation reports to ensure that the expenses are a) allowable by the sponsor for the project, b) allowable to the project, c) reasonable and necessary, d) supported by required documents, and e) within the budgeted amounts.
* Reviews salary distributions to ensure that they reasonably reflect employees' level of effort on project. Review associated fringe benefits for accuracy.
* Reviews the commitments of key personnel, to ensure the costs reasonably reflect the level of effort committed to the sponsors as part of proposal and notify OSP/OSR of significant variances.
* Reviews the calculation of indirect cost recovery to ensure accuracy.
* Processes all corrections and adjustments within 90 days of when the charge initially posts to the financial system (posted date for non-payroll and pay period end date for payroll transactions) and ensure corrections and adjustments are reviewed and approved according to the signature authority policy and supported by appropriate documents.
* Completes the Financial Status Report (FSR) worksheets timely and accurately.
* Ensures payments to sub-recipients are reviewed and processed in a timely manner.


* Bachelor's degree
* At least two years of office academic experience is preferred
* Technical qualifications: proficient in MS Suite of Software (Word/Excel/PowerPoint).
* Individual should have detailed understanding of university procedures and policies and general knowledge of military procedures and policies (e.g. military correspondence, rank structure, and customs)
* Strong organizational and planning skills; military experience a plus. Must be able to provide timely and accurate information to prospective and current students, as well as alumni, faculty, and military officers
* Should be able to lift approximately 50Ibs due to the occasionally mail packages
* Must be able to quickly adapt to changing conditions (e.g. high faculty turn-over)
* Individual must have superior interpersonal skills

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 ideaa@georgetown.edu.

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.