Administrative Specialist - Georgetown University Law Library Administration

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

The Administrative Specialist provides key administrative functions and logistical support to the Law Library Administration. This position handles accounting activity in two programs to ensure that expenditures occur within specified budgetary and policy boundaries, as well as reconciles financial reports and prepares internal reports for the Law Library Administration. they are responsible for procuring library supplies and services by preparing contracts, purchase orders, and procurement card transactions. Additional duties include, but re not limited to:

• Provide administrative support where required to conduct research and analysis to support Law Library Administration priorities and produce professional records, reports, and correspondence in a timely and efficient manner.

• Serve as a representative of the Law Library when dealing with staff, faculty, students, vendors, and the broader legal and library community.

• Support the facilities of the Law Library by regularly surveying the building and grounds to identify areas in need of repair or maintenance and placing work orders with the Facilities department.

• Independently schedule work, set priorities, and establish how to accomplish objectives set by the supervisor, providing backup support for the Business Operations Manager.

Work Interactions

The Administrative Specialist is part of the Administration department of the Law Library and reports directly to the Business Operations Manager, who monitors the entire library budget and maintains the Law Library’s personnel and payroll records. This position supports the work of the Law Library Administration, which includes the Associate Director for Research and User Services, the Associate Director for Resource Management and Technology, and the Director of the Law Library. The Administrative Specialist works with the Business Operations Manager, Financial Affairs staff, vendors, and Purchasing and/or Accounts Payable personnel to track expenditures from order to payment and reconciliation. This position also works with library and other commercial vendors to procure supplies and equipment needed by the Law Library, solicits estimates, places orders, receives materials, pays (via Procurement Card) or clears for payment (if purchase order), and resolves problems with orders, receipts, and payments. In addition, this position has significant contact with all persons who interact with the Law Library Administration, including regular contact with a variety of Law Center and University staff, faculty, and administrators as well as external customers, requiring that the person in this position to possess excellent communications skills. 

Requirements and Qualifications

• High School Diploma and 2-4 years of experience; Bachelor’s degree preferred

• Knowledge of accounting and bookkeeping procedures and experience using spreadsheets and/or accounting systems

• Proficiency in the use of standard office equipment, such as printers, copiers, faxes, and scanners, as well as excellent skills with standard office productivity software including the Google Workspace (Gmail, Google Docs, Calendar, GChat, etc.) and other applications, Microsoft Office Suite (Word, Excel, Outlook and PowerPoint), including the use of advanced formatting of Word, and the ability to set up and use Excel and Google spreadsheets.

• Ability to effectively manage and prioritize multiple tasks

• Excellent interpersonal communication skills and a strong service orientation

• Experience in academic library procedures and workflows preferred

Work Mode Designation

This position has been designated as Hybrid 4 Days. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University.  Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: