Administrative Specialist 3

Georgetown University; San Antonio (TX); Hybrid; USD 29,000 - 49,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Disability and life insurance

Retirement savings

Tuition assistance

Work-life balance benefits

Employee discounts

Voluntary insurance options

Job summary

Georgetown University seeks an Administrative Assistant to support the Cancer Prevention and Control program. This role provides essential office support for CPC faculty across campus locations, coordinates meetings, travel, and purchasing, and serves as the main contact for postdoctoral trainees in the T32 program.

The position is designated as Hybrid, with responsibilities that include grant and manuscript preparation assistance, travel arrangements, and daily administrative duties to ensure

Qualifications

• High school diploma and 5+ years of relevant experience, or a college degree with 2+ years of relevant experience.
• Proficiency in MS Office and Google Docs; experience with bibliographic software (EndNote, Zotero).
• Familiarity with Workday or GMS preferred; strong written and verbal communication.

Responsibilities

• Provide administrative support to CPC program and T32 postdoctoral training.
• Schedule meetings, prepare correspondence, and compile reports.
• Arrange faculty and visitor travel; process travel authorizations and expenses.
• Manage spend authorizations and purchasing for faculty research needs.
• Serve as primary admin contact for postdocs; onboard new trainees.

Skills

Excellent communication

Independent and organized work

Interpersonal skills

Education

High School Diploma + 5+ years experience

College degree + 2+ years experience

Tools

MS Office

Google Docs

EndNote

Zotero

Workday/GMS

Job description

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

Requirements Job Overview

Provides administrative assistance to the Cancer Prevention and Control program in the Department of Oncology. This position supports Cancer Prevention and Control faculty located at 2115 Wisconsin Avenue and in on campus CPC faculty. This position also serves as the primary administrative support for the CPC T32 postdoctoral training program.

Key Responsibilities

• assisting faculty with grant and manuscript preparation using citation management software
• scheduling meetings
• preparing correspondence and compiling reports
• arranging for faculty and visitor travel
• filing travel authorizations and expenses in GMS
• managing faculty spend authorizations
• maintaining office supplies and equipment
• creating purchase orders for faculty research supplies
• assisting with other purchasing and contracting (e.g., honoraria processing)
• managing advertising for T32 program
• scheduling postdoc interviews
• attending weekly T32 leadership meetings
• onboarding new postdocs
• serving as primary administrative contact for postdoctoral trainees

Additional Duties

• Answering and general inquiry phone calls
• Scheduling meetings and appointments
• Ordering and taking stock of office supplies
• Being a point of contact for a range of staff and external stakeholders
• Processing and directing mail and incoming packages or deliveries
• Greeting and directing visitors and new staff
• Researching and booking travel arrangements for staff members

Work Interactions. This position reports directly to the AD for Population Science, the CPC Program Leaders, and the T32 Leaders. The position is designed to support the day-to-day administrative needs of CPC faculty members and their staffs. This position is required to work cooperatively with the full CPC administrative team to support the mission of the Population Science research group at LCCC.

Requirements and Qualifications

• High School Diploma and 5 or more years of relevant experience, or a college degree and two or more years of relevant work experience
• Experience with MS Office and Google Docs, experience using bibliographic software (e.g., EndNote, Zotero)
• Experience using Workday/GMS or similar financial management software is also preferred
• Excellent oral and written communication and inter-personal skills and the ability to work independently and in an organized fashion

Work Mode Designation. This position has been designated as Hybrid. 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 position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.

Pay Range: The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $21.16 - $35.29. Compensation is determined by a number of factors including, but not limited to, the candidate’s individual qualifications, experience, education, skills, and certifications, as well as the University’s business needs and external factors.

Benefits

• medical
• dental
• vision
• disability and life insurance
• retirement savings
• tuition assistance
• work-life balance benefits
• employee discounts
• an array of voluntary insurance options

We’re a leading research university with a heart. Founded in the decade that the U.S. Constitution was signed, we’re the nation’s oldest Catholic and Jesuit university. Today we’re a forward-looking, diverse community devoted to social justice, restless inquiry and respect for each person’s individual needs and talents. Grounded in our Jesuit, Catholic identity, the Spirit of Georgetown undergirds everything we do.

Watch this video to learn more. Learn how HR CARES for faculty and staff, nurturing an environment of mutual respect where imaginations flourish and ideas are realized to positively impact the world.

GU is an Equal Opportunity Employer. All qualified applicants are encouraged to apply, and will receive consideration for employment without regard to age, citizenship, color, disability, family responsibilities, gender identity and expression, genetic information, marital status, matriculation, national origin, race, religion, personal appearance, political affiliation, sex, sexual orientation, veteran status, or any other characteristic protected by law.