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.
Georgetown College is committed to the Jesuit traditions of an integrated education and of productive research in the liberal arts, including fine arts, humanities, languages, sciences, and social sciences. The Georgetown College experience is marked by intellectual vitality, a global outlook, and dedication to service. Georgetown College is actively recruiting an Operations and Events Assistant. Reporting to the Senior Associate Dean of Finance and Administration, Georgetown College, the position is an operational assistant in the College Dean's Office and broadly supports the mission of Georgetown College and the overall Dean's office operations.
The duties of the Operations and Events Assistant are divided between multiple operational support functions and serves multiple constituencies. This role supports the following broad functions:
space and project management
general administrative and operational support
Key responsibilities for the position include, but are not limited to:
Science Building Management:
Fosters communication among faculty, students, and staff and serves as liaison with facilities, housekeeping, public safety, Environmental Health and Safety (EHM) and other campus entities as well as vendors in the event that maintenance or other work must be done.
Coordinates shipping and receiving of large packages and equipment, including buildings pressured gas supply and any sensitive materials requiring special handling. Ensures that facilities are prepared for researchers in terms of power requirements, ventilation, drainage, space.
Coordinates all aspects of the Dean's Office Baker Room reservations, technology, space management, billing, and upkeep.
Assists with the implementation of space management decisions, including assignment of office space, coordinating office moves, etc.
Provides departments (administrators, chairs, faculty) with information regarding current building maintenance procedures, including trouble call reporting and follow-up.
Procures and oversees installation of signage in compliance with University guidelines.
Manages building and room key access, electronic surveillance, security incident reporting.
Maintains relationships with GU Department of Public Safety to ensure that the College facilities and events in College spaces comply with GU directives.
Coordinates compliance with all GU fire prevention and reporting directives and programs.
Administers all College related project initiation requests (GPIs)
Coordinates with all College departments and appropriate GU departments in determining annual building facilities requirements generated by academic programs, staff and faculty administration.
In collaboration with supervisor, establishes near-term and long-range schedule and budget for space projects within the College's domain including continuing replacement and refurbishment Dean's Office furniture, carpets, signage, lighting, and wall finishes, so as to preserve the quality of the shared conference rooms.
Schedules, obtains venues and caterer; collaborates and coordinates with relevant staff; set up and clean up for Dean's Office Events and Meetings, to include but not limited to:
Dean's Chair Monthly Lunch meetings
Dean's Faculty Receptions and other faculty events in the Dean's residence
Dean's Student Lunches and Dinners in the Dean's office.
Dean's Fall Faculty Convocation and Reception and Dean's January Faculty Convocation and Reception.
Ad hoc lunches (approximately 35/year)
Request video/photos of College events from the Dean's Office Communications staff
General Dean's Office Operations:
Provides Administrative Assistant support to Vice Deans, including but not limited to general operational and scheduling assistance:
Vice Dean of Faculty
Assists with Chairs Professional Development Workshops and Diversity and Inclusion Workshops (secures venues, orders catering and supplies, prepares materials and tent cards, set up and clean up).
Data entry and organization within Canvas
Assists with scheduling various faculty/committee meetings, venues and menu.
Managing communications with the College Executive Committee (ExCo) to include distributing agendas and minutes and also posting these on the ExCo Web site
Support logistics for Humanities Initiative events
Prepares Faculty and VIP RSVPs and VIP seating charts for Commencement/Tropaia.
Manages all space reservations and AV requests for Commencement related activities (FLL Awards, Tropaia awards and reception, Commencement lineup etc)
Handles all travel and logistical arrangements for the honorary degree recipient.
Prepares initial drafts of stagebooks for FLL Awards, Tropaia, and Commencement.
Coordinates all signage for Commencement related activities.
Prepares briefing books for President and Dean for all Commencement Weekend activities.
Two years of operations and events management and/or administrative coordination experience, preferably in an academic setting
Availability to be present at evening events.
Superior organizational abilities, attention to detail and ability to multitask and prioritize
Professional and service-oriented demeanor
Experience with planning, coordinating, and hosting events
Understanding that events are not just gatherings; however, they are serious in purpose and outcome on behalf of the College.
High level events planning and execution experience; including contracts, working with vendors and caterers, selection venues.
Collegiality, coordination and clear communication with supervisor and relevant constituents (with prompt responses to requests).
Excellent interpersonal skills to collaborate with high level Administrators, faculty, students and staff.
Ability to conduct post-events and post-meetings review to assess each aspect for success and/or recommendations for change.
Proficiency in Microsoft Office suite
Knowledge of science equipment, training, and safety protocols.
Preparing and managing budgets. Timely payments and online expense documentation.
With your application, please upload the following (preferably in a single PDF):
Budgeted salary range: $48,000 - $52,000.
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.
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or email@example.com .
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: JR07589
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.