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Administrative Assistant - Facilities Operations

Company: Georgetown Univerisity
Location: Washington
Posted on: November 22, 2021

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.
Georgetown Universitys Planning and Facilities Management department is seeking an Assistant for Facilities Operations to provides administrative support to the Vice President (VP) and associated direct reports. The position will be expected to:
Coordinate and schedule meetings, presentations and travel.

Support communication from the VP to colleagues and external partners.

Respond to calls and visitors of the VP, drafting and editing correspondence and reports.

Investigate inquiries, complaints, and concerns, making appropriate referrals or responses, and ensuring follow-up on resolution of concerns and requests made of the VP.

Manage documentation preparation for presentations and meetings and attend the same as required to provide necessary administrative support, including taking minutes and recording action items to be provided to attendees.

Serve on committee representing the VP and department as required.

Serve as editor and writer for department newsletter as well as the coordinator for the department website.

Serve as a liaison for the VP to complete required business transactions with the appropriate internal and external offices including maintaining documentation and providing as required.

Work Interactions and Work Mode Designation
This position reports directly to the Chief of Staff to the Vice President of Planning and Facilities Management and supports, the AVP for Facilities Management and Design and Construction, Director for Sustainability, AVP for Campus and Strategic Planning, AVP for Business Operations, Senior Real Estate Attorney and the Director of Safety. This position will serve as the initial point of contact for the VP and will have considerable visibility. Incumbent interacts with P&FM staff and campus officials who schedule and attend meetings with VP. Incumbent works regularly with the administrative staff of the Chief Operating Officer. Incumbent interacts with staff in the Office of External Relations, the Presidents Office, the Cabinet, University Board members, internal and external committees and agencies, parents and students with whom the VP works. In these interactions, the employee will require an ability to work as a team player and serve as proper representation for the VP. The incumbent is expected to serve as unifying figure to assure VP and senior staff have information to assure as successful outcomes as possible.
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 positions mode of work designation. Complete details about Georgetown Universitys mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.
Requirements and Qualifications
Academic Level: Some College
Practical Experience: Five years of experience required as an executive assistant to upper management including supervisory experience, preferably in a university or college environment.
Technical Skills: Must be computer literate with specific experience with word processing and spreadsheet software. Knowledge of Microsoft office suite, database use and web page maintenance.
Other Skills: Strong organizational skills with the ability to take initiative and exercise good judgment. Must exude confidence to handle situations of sensitive situations confidentially. Must have excellent oral and written communication and interpersonal skills and a commitment to providing excellent customer service. Must be able to work well individually and within a team. Requires ability to take initiative and be flexible to work with a multitude of personalities and situations to professionally and diplomatically communicate with faculty, senior administrators, board members, staff of all levels, students, parents, contractors, vendors and guests of the university.
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 (http://ideaa.georgetown.edu/ada) 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 (https://georgetownworks.georgetown.edu/) .
EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer (https://policymanual.hr.georgetown.edu/https%3A//policymanual.gudrupal.georgetown.edu/201-Equal-Employment-Opportunity-Affirmative-Action) 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 (http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf) .
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide (https://s3.amazonaws.com/georgetown/2019/2019-Benefits-Guide/index.html) for more information.
Georgetown University is one of the worlds leading academic and research institutions , offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world. We are a vibrant community of exceptional students, faculty, alumni and professionals dedicated to real-world applications of our research, scholarship, faith and service.
Established in 1789, Georgetown is the nations oldest Catholic and Jesuit University . Drawing upon the 450-year-old legacy of Jesuit education , we provide students with a world-class learning experience focused on educating the whole person through exposure to different faiths, cultures and beliefs. Students are challenged to engage in the world and become men and women in the service of others, especially the most vulnerable and disadvantaged members of the community.
These values are at the core of Georgetowns identity, binding members of the community across diverse backgrounds.

Keywords: Georgetown Univerisity, Washington DC , Administrative Assistant - Facilities Operations, Administration, Clerical , Washington, DC

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