Business Administrator, Department of Arabic and Islamic Studies - Georgetown University College of Arts & Sciences

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

The Business Administrator (BA) assumes substantial independent management of complex operations in the Department of Arabic & Islamic Studies within the College of Arts and Sciences, supporting the work of the Department through financial administration, HR support, and management of the Department’s overall administration.  The position manages the financial operations including budget management, payroll reconciliation, purchasing and accounts payable matters, grant and internal/institutional research support, etc.  The BA also creates and submit financial transactions (such as reimbursements and cost transfers) and submits procurement and contract requests to the College of Arts & Sciences Procurement Analyst.  The BA will be the primary contact to assist the College of Arts & Sciences Finance Team on regular reconciliation and budget planning activities. This position also oversees the human resources and faculty appointment processes to provide day-to-day support and ensure the continuity of faculty, staff and students in the department. The BA also supports various personnel activities including recruitment of students and staff, onboarding, annual reviews, policy compliance, terminations, etc. 

The BA provides administrative support to the Department Chair and faculty within the department. The position may schedule meetings, manage events, and liaise with other units on the department’s behalf.  For example, the BA ensures that the colloquium series, distinguished lectures, visit days, and social events are executed and managed. The BA also manages the new hires, the student administrative team, overseas student employment and payment (timesheets), purchasing of supplies, and equipment. The position is responsible for maintaining departmental records, conducting analysis and providing reports to the Chair, Dean’s Office and others upon request.

This position reports directly to the Department Chair and maintains an indirect reporting relationship with the Dean's Office designee. The BA may supervise other administrative or student staff within the department.

Duties include but are not limited to:

• Managing all aspects of financial operations for the department including the procurement of supplies and services, purchase orders, contracts, ProCards and expense report creation and submissions, reimbursements, journal entries and cost transfer request

• Managing all aspects of course scheduling and academic operations.

• Working with faculty and departmental support staff on the management of internal/institutional and philanthropically supported research funds (such as start-up and IDC accounts) and JORA on externally funded grants related budget tracking and reimbursements

• Maintaining records for all staff and faculty hires/appointments, term renewals, costing allocations, terminations, etc., in GMS, Box and other databases as needed. Completes documentation to maintain accurate records and continuity of all faculty and staff

• Providing administrative support to the Department Chair and faculty

• Providing training and coordinating tasks for other administrative staff as needed.

• Analyzing and interpreting applicable regulations, guidelines and standards, providing expert advice to faculty and staff.

• Overseeing hiring processes and paperwork for all hires including faculty, instructors, student workers and graduate teaching assistants.

Work Interactions

The BA is one of the main portals into the department and the BA must be prepared to meet and interact with all persons and organizations that have business with the department. The BA must work efficiently and maintain good working relations with the faculty and staff in order to support all research, instructional and service missions in the department. Professionalism, cordial r