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The Department of French and Francophone Studies in Georgetown College, at Georgetown University, is one of the largest and most diverse departments of its kind in the United States. As part of the Faculty of Languages and Linguistics of Georgetown College, the department offers a wide range of opportunities for undergraduate study of France and the French-speaking world. The department focuses on the integration of French language learning at all levels with a dynamic access to France and the rest of the Francophone world.
The Department Administrator fulfills the role of Department Administrator in the College and in this role, has a dotted line reporting relationship to the Senior Associate Dean for Finance and Administration/Chief Financial Officer, Georgetown College. S/he oversees complex administrative processes and is responsible for the smooth day-to-day operations of the department, including confidential faculty matters, faculty recruitment, scheduling and curricular issues. This role also coordinates special department services and events. Reporting directly to the Department Chair, the Department Administrator has duties that include, but are not limited to:
Maintains full administrative responsibility for all French Department office operations and faculty support, including incoming and outgoing correspondence, photocopying, filing, and supplies; handles issues relating to the telephone system, Xerox machines, office facilities and equipment, computers, printers.
Administers overall financial operation, including preparation and supervision of budget, expenditures, salaries, and department resources; manages Georgetown Management System (GMS) responsibilities for the department; maintains confidential records, prepares monthly budget to actuals reconciliations (BAR) and review with Chair each month, all in collaboration with the Georgetown College Finance Office.
Manages and submits all HR-related paperwork for faculty, work-study students, contract visitors (visiting speakers, etc.), and research associates. Works with the College Dean's Office on academic appointments and affiliations. Requests new hires, transfers, cancellations, compensation adjustments / corrections, cost allocation changes.
Provides special administrative support to the Department Chair with work on tenure/promotion dossiers, faculty searches, adjunct appointments, course scheduling, curricular matters, and overall budget planning.
Prepares preliminary versions of department documents for meeting minutes, memos, e-mails, work schedules, department flyers, faculty appointment processing.
Assists the Chair in all manner of crisis and deadline situations; participates in and helps coordinate all Special Event Planning for the department.
Two to three years of financial management, office management and administrative coordination experience, preferably in an academic setting
Proficiency in Microsoft Office suite, with a mastery of excel (pivot tables, vlookups, macros, etc.) and experience and/or familiarity with managing large volumes of data and database queries
Attention to detail and ability to multi-task and prioritize
Professional, service-oriented demeanor
Knowledge of French, Georgetown University human resources/faculty appointment policies and procedures, and GMS (Workday) system experience preferred
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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.
Internal Number: JR06333
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