Administrative Specialist 3

Georgetown University; United States; Hybrid; USD 29,000 - 49,000; Full time

Benefits offered by this job

Hybrid work arrangements

Job summary

Georgetown University seeks an experienced administrative professional to support the Cancer Prevention and Control (CPC) program in the Department of Oncology on the Hilltop and Wisconsin Avenue campuses in Washington, DC. The role includes grant and manuscript preparation, travel coordination, and postdoc administration.

The position emphasizes scheduling, correspondence, purchasing, and liaison with faculty and external stakeholders, with a hybrid work mode and usage of MS Office, GMS, and

Qualifications

• High School Diploma and 5+ years of relevant experience, or a college degree and 2+ years of relevant work experience.
• Experience with MS Office and Google Docs; bibliographic software such as EndNote or Zotero.
• Experience with Workday/GMS or similar financial management software preferred.
• Excellent oral and written communication and inter-personal skills; ability to work independently and in an organized fashion.

Responsibilities

• Assist faculty with grant and manuscript preparation using citation management software.
• Schedule meetings and prepare correspondence; compile reports.
• Arrange travel for faculty and visitors; file travel authorizations and expenses in GMS.
• Manage faculty spend authorizations and purchasing of supplies; create purchase orders.
• Assist with purchasing and contracting activities (e.g., honoraria processing).
• Manage advertising for the T32 program and schedule postdoc interviews.
• Onboard new postdocs and serve as primary admin contact for postdoctoral trainees.

Skills

Oral and written communication

Interpersonal skills

Organization

Education

High School Diploma

College degree

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. The position includes the following roles: 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 include, but are not limited to:

• 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 .

NOTE: To comply with state laws in all jurisdictions where Georgetown is an employer, all fully remote (telework) positions must have a salary range included in the job posting. Georgetown University will use the position's compensation grade minimum to the grade's hiring maximum as the posted range on the position. If you are submitting a request to create/recruit for a position and you would like to include a different hiring range for the job posting, please include the desired range in the proposed compensation field in your HR eRequest submission. The Department of Human Resources will review the request and approve if compliant with the university's policies and statutory requirements.

Managers for Hybrid and On-Campus positions may also submit requests to post a salary range following the parameters listed above, but posting this information is not required.

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.

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