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Senior Administrative Coordinator

4 months ago

Washington, United States The George Washington University Full time

I. DEPARTMENT INFORMATION

Job Description Summary:

The Office of Communications and Marketing (OCM) is currently seeking a Senior Administrative Coordinator. This office is comprised of a high performing team responsible for advancing the university’s reputation and profile, creating impactful marketing materials and messaging and telling GW’s story through a diverse array of internal and external channels, including digital and web properties, multimedia, publications, and paid marketing efforts. The office also drives the strategy and tactics for showcasing and raising the visibility of the university’s experts, initiatives, and accomplishments through proactive media outreach and placement.

This position serves as the administrative assistant supporting the Vice President for Communications and Marketing and as an administrator for the department. This position works to coordinate the Vice President’s schedule within the department and across the university, balancing many demands and competing needs; hires and manages student workers, oversees office management as well as coordinating all-hands meetings and other divisional events.

This position coordinates closely with leadership of Communications and Marketing to prepare, update, and disseminate planning calendars, reports and divisional communications. This position also coordinates with counterparts for university administrative and academic leadership. Organization and time management are essential skills, as are strong written and oral communications skills.

The Senior Administrative Coordinator will manage the daily administrative activities and work flow for the Office of the Vice President for Communications and Marketing. This position will provide enhanced administrative support and calendar management, overseeing a busy, high-volume schedule using the highest degree of judgment and flexibility in the face of rapidly shifting priorities. The Senior Administrative Coordinator will coordinate and maintain the calendar for the Vice President, regularly prioritizing and arranging meetings and appointments with limited supervision.

The position requires a high level of judgment and discretion, the utmost attention to detail, and excellent customer service and organization, as well as the ability to multitask and prioritize. The position also requires a steadfast commitment to confidentiality.


Job Responsibilities:

  • Manages and organizes daily work flow for the Office of the Vice President, including tracking and executing follow up items from VP meetings for both internal and external constituents. Pro-actively follows up with the VP to ensure follow up items are complete. Drafts meeting agendas for regularly scheduled meetings the VP engages in including OCM all hands meetings and others.
  • Works with team members to prepare for and execute these meetings by providing administrative and project management support.
  • Manages student employees who provide front desk and phone coverage for the department. Books and oversees occasional logistical and travel arrangements for the VP. Ensures all administrative issues are addressed properly, efficiently and judiciously and keeps track of progress until resolved.
  • Serves as the VP’s first point of contact for all internal matters.
  • Serves as the primary administrative liaison between the VP and university officials, and officials from external sources.
  • Ensures the VP is prepared for daily meetings, activities, and engagements by proactively gathering all materials for the VP, collating, formatting documents, and ensuring reviews. Assists with follow up on execution of VP projects as needed.
  • Coordinates all prep meetings for the VP by conducting a weekly calendar review.
  • Manage occasional VP expenses in accordance with GW expense reporting policies.

Performs 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.

Minimum Qualifications:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization plus 5 years of relevant professional experience, or, a Master’s degree or higher in a relevant area of study plus 3 years of relevant professional experience. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training, and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:

Preferred Qualifications:

  • Administrative experience supporting senior level executives in a high- paced environment
  • Proficiency with MS Office (Word, Excel, Power Point); Google suite of tools (Docs, Sheets, Slides); online platforms for virtual meetings (Zoom, Webex, Google Meet)
  • Strong administrative, scheduling, organizational, multitasking and time management skills
  • Excellent written and verbal skills
  • Willingness to tackle tasks with enthusiasm, no matter how big or small
  • Higher education experience preferred

II. POSITION INFORMATION

Campus Location:

Foggy Bottom, Washington, D.C.

College/School/Department:

External Relations

Family

Sub-Family

Stream

Level

Full-Time/Part-Time:

Hours Per Week:

40

Hiring Range

$17.50/hour - $30.00/hour

Work Schedule:

Monday – Friday

Position Designation:

Telework:

No

Required Background Check:

Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search

Special Instructions to Applicants:

Position Type:

Posting Number:

T000456

Job Open Date:

07/03/2024

Job Close Date:

Open Until Filled:

Yes

Applicant Review Will Commence On:

Background Screening

Successful Completion of a Background Screening will be required as a condition of hire.

EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.