Job details

Administrative Associate

Posting Details

I. JOB OVERVIEW

Job Description Summary:

Founded in 1824, the GW School of Medicine and Health Sciences (SMHS) is the 11th oldest medical school in the country and the first in the nation’s capital. Since its establishment, the school has been at the forefront of medical education, and has grown to include highly-ranked programs in the health and biomedical sciences. With dozens of top-tier residency programs, SMHS is a competitive and esteemed destination for medical school graduates across the country. Find out more here: http://smhs.gwu.edu/

The George Washington University School of Medicine and Health Sciences Dean’s Office is seeking a Administrative Associate. This individual will serve as the primary reception staff for the Office of the Dean/Vice President for Health Affairs and other administrative offices that share space in the Dean’s Suite of SMHS, and serve as an integral member of the Dean’s Suite administrative team. The incumbent will provide administrative support to the Office of the Dean including scheduling, document management, correspondence, timekeeping, travel arrangements and reimbursement, as well a routing contracts and other documents for the VPHA/Dean’s signature. The incumbent will also have responsibility for filing invoices and other finance transactions for various offices within SMHS.

Reporting directly to the SMHS Chief of Staff, primary responsibilities include:

Provides administrative support, including but not limited to, maintaining calendars and scheduling meetings for multiple individuals within the Dean’s suite.
Assists the Chief of Staff and Special Assistant to the Dean on special projects in support of the Dean’s Suite, including planning major meetings and Town Halls, major event planning and execution (e.g. Bicentennial events, annual conferences, etc), and taking minutes at leadership meetings.
Manages invoices and other finance transactions for the Office of the Dean and other groups as needed.
Greets visitors and maintains an organized professional work environment including, answering the telephone, taking and responding to telephone messages, and directing all incoming calls to appropriate party promptly and efficiently.
Communicates and handles incoming and outgoing electronic and paper communications; distributes mail, opens and routes mail, prepares outgoing mail for pick-up, and manages documents received for deans’ signatures.
Assists with travel and event pre-authorization forms, travel reimbursement and payment request forms, student expense reimbursement, and processing PCard transactions.
Coordinates travel arrangements including conference registration details.
Maintains office supplies inventory and ordering, and office equipment.
Assists with special events such as orientations, graduation ceremonies, and other events.
Assists with leave tracking, preparing payroll forms, on-boarding staff and student hires, and other human resources functions.
Maintains accurate departmental files and records for office documents, correspondence, and vendor contracts.
Performs miscellaneous duties such as logging, sorting, batching, filing, and reproducing various materials.

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. 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:

Proficient computer skills and in-depth knowledge of MS Office Suite
Prior experience managing correspondence, preparing high profile documentation, invoicing and reimbursements, and maintaining accurate records
Experience supporting executive calendars, meetings, files and experience working on various projects/events
Excellent communication skills (verbal and written)

Typical Hiring Range

Commensurate with Experience.

II. JOB DETAILS

Campus Location:

Foggy Bottom, Washington, D.C.

College/School/Department:

School of Medicine and Health Sciences (SMHS)

Family

Administration

Sub-Family

Administrative / Operations

Stream

Individual Contributor

Level

Level 1

Full-Time/Part-Time:

Full time -> FTE 1.00

Hours Per Week:

Work Schedule:

Monday - Friday, 8:30am - 5:00pm

Will this job require the employee to work on site?

Yes

Employee Onsite Status

On-campus (in person)

Telework:

Required Background Check:

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

Special Instructions to Applicants:

Employer will not sponsor for employment Visa status

Internal Applicants Only?

Posting Number:

S012276

Job Open Date:

06/28/2023

Job Close Date:

If temporary, grant funded or limited term appointment, position funded until:

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.

By George Washington University

The George Washington University's name is just one more reminder of the regard the nation holds for its first president. Chartered by the US Congress in 1821 as The Columbian College in the District of Columbia, the university adopted its present...

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INDUSTRY

Colleges & Universities

TEAM SIZE

1001-5000

LOCATION

Hybrid, based in Washington, DC

DATE POSTED

July 20, 2023