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.
The Administrative Specialist provides general office management, administrative, and academic support for the Department of Spanish and Portuguese . The position serves as a resource to the department through assisting with smooth day-to-day operations of the department and provides full administrative support to the Chair and faculty of the Department of Spanish and Portuguese within Georgetown College. The position is essential to the operations of a large and busy academic department.
The Administrative Specialist also assumes substantial independent management of the day to day operations of the Department; and is further responsible for hiring and supervising student assistants throughout the academic year. In order to achieve this, the Administrative Specialist works closely with graduate and undergraduate students, faculty in the Department and staff from Departments across the University. This position has an essential role in ensuring that all office operations comply with University Policy and that student assistants are effective in assisting Departmental Faculty and Staff.
Reporting to the Department Chair, the main duties of the Administrative Specialist include, but are not limited to:
Providing essential support to the Chair, faculty, and staff.
Serving as the main point of contact for faculty and staff, and other university administrators and interacts with all persons and organizations conducting business with the department.
Coordinating space requests for teaching, events, department programs.
Planning departmental events and designs all marketing materials for these events.
Performing general administrative assistance, such as copying, faxing, and filing.
Maintaining, updating, and developing the departmental website.
Managing the department general email account and other general inquiries as assigned.
Ensuring that the office environment is rationally organized, well maintained, and stocked daily. Inventorying office supplies, and places and checks standard office supply orders, including toner and fuser modules for office equipment.
Acting as the primary contact for facilities work requests and equipment maintenance.
Serving as the Departmental Technology Representative.
Facilitating creation and submission of department course schedule, and uploading course descriptions for all department courses.
Serving as the main contact for Graduate Admissions for the department and facilitates the processing of graduate admissions decisions.
Preparing and submitting paperwork for the hiring of student employees and submitting time for all student employees.
Training and supervising students to ensure that they greet all visitors, ascertaining their needs, and routing them to the appropriate person/resource.
Managing the front desk schedule, front desk trainings, and front desk student workers; and ensuring the front desk is covered at all times.
Qualifications and Requirements:
Minimum one-year experience in an office environment, preferably in an academic setting
Excellent organizational and communication skills
Strong Microsoft Office suite skills
A working knowledge of Spanish and/or Portuguese is useful but not essential.
Familiarity with Workday is a plus.
With your application, please upload the following (preferably in a single PDF):
List of three (3) references
Current Georgetown Employees:
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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.
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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 .
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.
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 for more information.
Internal Number: JR08820
About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's 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.