Program Administrator, Department of Computer Science and the Massive Data Institute - Georgetown University

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Requirements

The Program Administrator is a two-year, renewable, term role that provides administrative and budget management support for the Computer Science Department within the College of Arts & Sciences and the Massive Data Institute in the McCourt School of Public Policy at Georgetown University. This position provides dedicated support to designated faculty, projects, and department and institute initiatives (such as Department MDI Scholars Program). In addition, s/he will provide general administrative support to the Department and Institute operations and students. The position supports the execution of Department and Institute programs, internal and external events, conferences, and support for communications including editing websites, newsletters, and social media. Additional duties include, but are not limited to:

Event Support

• Schedule and organize internal and external meetings, events, and conferences, including the logistics of meeting rooms, room reservations, catering, and communications (including posting on website, GU calendars, materials and supplies, newsletter, and social channels).

• Manage the process of vendor identification for food, set-up, and technology, leading the coordination internally within the department and externally amongst campus partners to accomplish event or project goals.

• Ensure events address accessibility and work in coordination with offices across the University to ensure up-to-date protocols are being adhered to.

Program and Project Management

• Provide program and administrative support projects in the Department and the Institute including coordinating meetings, preparing logistics, and timely and robust documentation of processes, timelines, invoices, and expenses.

• Collaborate and coordinate with colleagues to complete tasks, proactively seeking out questions and answers to improve operations and program management to help make the Department and Institute more effective and efficient.

• Serve as a liaison to maintain collegial relationships within the department and with external stakeholders.

Operations

• Provide support to the Department of Computer Science Chair and MDI Director.

• Collaborate with Department administrator and Institute Central Office to provide administrative support to faculty and students.

• Collaborate and work with students, visitors, postdocs, affiliates, and faculty to provide general operational and administrative support including, but not limited to, creating and processing requisitions and supply orders, preparing expense reports, reconciling pro-card transactions, and agendas.

• On a weekly basis, respond to student timesheet requests and follow-up with supervisors as needed, serving as a point of contact for department inquiries.

• Maintain confidential and accurate records, staying current on financial and hiring practices and policies for the unit and across Georgetown University.

Office Operations

• Maintain inventory of office supplies, keeping shared office spaces clean and organized and resupplying materials.

• Re-order equipment/supplies as necessary via GMS punchout.

• Serve as the point of contact for technical office issues (AV equipment, maintenance requests), submitting requests to the appropriate university offices for resolution.

• Serve as the point of contact with facilities and other operations support teams to ensure workspaces meet the needs of the Department and Institute.

Request Triage and Routing

• Serve as primary reviewer of inbound requests to MDI inbox and route requests as appropriate, ensuring a timely response to emails within designated time by Director.

• Develop business rules for when requests should be routed to the Director or Chair, or others.

• Develop and maintain templated responses to common requests for information and send those appropriately.

Work Interactions

The position reports to the Department of Computer Science Chair and MDI Director (currently Lisa Singh) and works closely with the lead administrator of the Department of Computer Science as well as the central office team at the Massive Data Institute to complete their wor