The Senior Administrative Assistant provides administrative support to the Office of Undergraduate Affairs and Special Programs and the Office of the Provost. The position reports directly to the Assistant Provost for Administration and Operations.
This experienced administrative support position provides enhanced administrative support to one or more individuals. This position coordinates schedules and maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences, and appointments. This role also typically monitors and assists with budget preparation and record keeping, maintains and reconciles P-cards for departmental, institutional, or work unit accounts, and anticipates and prepares background materials as needed. This position may compose reports related to the status of department budgets or project funding requirements. The position typically monitors and approves travel, procurement, conference, honoraria, consultant, and other expenses associated with department needs and sponsored projects.
The Senior Administrative Assistant will:
- Provide general administrative support to the Associate Provost for Undergraduate Affairs and Special Programs, and other senior leaders within the Office of the Provost
- Answer calls, respond to inquiries from students, parents, alumni, faculty, staff, and administrators; make photocopies; maintain spreadsheets and databases; submit and monitor FixIt requests; and greet visitors
- Schedule, plan, and set up events and meetings, including room reservation and tech support coordination with GW IT and catering purchases
- Draft and circulate meeting notices and agendas, take meeting notes and track meeting deliverables
- Generate reports from GW databases including Tableau and Banner. Collect, maintain, and update office databases and documents in Box
- Assist with Provost Office events including the annual Academic Honors Ceremony; planning the event; collecting, sorting, and verifying records of eligible students using internal dashboards; and coordinating with the offices of University Events and Academic Planning and Assessment
- Project management, research, data collection, and report preparation regarding undergraduate academic programs in areas such as academic integrity, academic policy, and program development
- Support the Special Programs with administrative processes when needed
- Update and maintain documents related to faculty hiring, promotion, and leave applications; assist with instructor recruitment for Special Programs within GW and regionally
- Order office supplies and manage inventory
- Prepare receipts and reports for P-card processing; invoicing, expensing, and reimbursement processing
- Coordinate travel, including flight arrangements, hotel bookings, and schedules for the Associate Provost and visitors
- Resolve routine administrative issues with other units
The position is based at GW’s Foggy Bottom Campus in Washington, DC. The incumbent may perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.