Job No. 154878
- Job Title:
- Administrative Officer - Georgetown University Medical Center
- Employer:
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Georgetown University
- Location:
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Washington , DC
- Posting Date:
- 10-Feb-2025
- Description:
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Requirements
As a top academic health and science center in the United States, Georgetown University Medical Center seeks to provide, in a synergistic fashion, excellence in education — training physicians, nurses and other health care professionals, as well as biomedical scientists — and cutting-edge interdisciplinary research collaboration, enhancing our basic science and translational biomedical research capacity in order to improve human health. Emphasizing service, we are dedicated to the Catholic, Jesuit principle of cura personalis — “care of the whole person.” Our partnerships with organizations in the region strengthen our work and expand its reach.
The Administrative Officer will primarily assist the Family Medicine Department Chair with day to day administrative operations and provide limited financial administrative support to the Department Administrator. This role with serve in a collaborative team support capacity for the department’s administrative team of Program Coordinators, Research Assistants, Fellowship Coordinator, Residency Coordinator, Residency Administrator, Practice Administrator, and their respective divisions. Duties and responsibilities include, but are not limited to:
Oversee grant and award applications, grant implementation, and programming assistance to department faculty and staff.
Coordinate events and maintain faculty personnel files, typing correspondence or reports, entering data and creating publications (fliers, brochures).
Handle social media support for the department (social media accounts, website, fliers, brochures, etc.), setting-up and clearing rooms after departmental meetings while recording meeting minutes for division and departmental meetings.
Retrieve and deliver mail, order office supplies, and coordinate catering needs, completing forms, reserving rooms, editing documents, and handling room booking and space issues.
Act as the custodian of pro-card/petty cash, being responsible for reconciling monthly pro-card purchases.
Manage the faculty appointment process, which involves multiple adjunct instructors and clerkship faculty off campus.
Greet visitors to the department or departmental events, receiving guest speakers, interacting with speaker and administrative staff, while continuing medical education staff.
Work Interactions
Reporting to the Department Chair, the incumbent will:
Maintain Chair’s calendar, arrange and set up meetings, including room booking, audiovisual setup, and informing meeting participants; Open, sort and respond to department and Chair mail and draft appropriate replies; Transcribe, take meeting minutes for all department meetings, as well as division meetings where applicable, and distribute minutes and agenda to participants; And prepare, edit, and proofread all important documents leaving the department.
Process all faculty position applications and coordinate all facets of onboarding new faculty (recruitment, credentialing, licensing, orientation, schedules, faculty appointments, etc.), including drafting the initial letters of recommendation for appointment; and prepare and update faculty personnel and appointment files.
Manage faculty appointment process, including regular monitoring of incomplete applications, regular meetings and communication with the Office of Faculty and Academic Affairs, and managing departmental external review requests.
Maintain scholarly activity project and grant management databases, including CAPRICORN; Maintains application deadlines, drafting IRB, grant and award applications and reports, attending working group and PI regular meetings; And acts as liaison with RDS and OSR for federal grants regarding performance reports.
Act as liaison between the Department of Family Medicine and the office of the Executive VP, Deans, Chairs of other departments, other senior faculty members, and MedStar Georgetown University Hospital officials.
Manage Grand Rounds schedule, including room booking, student and resident participation, notification of participants, communication with speaker and staff, continuing medical education credit application and filing process, evaluations, and record keeping.
Reporting also to the Department Administrator, the incumbent acts:
As a Custodian for department petty cash and procard.
Responsible for grant-related expenses, travel and associated logs.
As administrative support as needed to all divisions.
As a supervisor with work-study students.
Requirements and Qualifications
Master’s degree
Have general administrative experience of at least 5 years including grant writing, including at least 2 years of substantial involvement in administrating sponsored research programs
Certified Research Administrator (CRA) preferred Microsoft Office, Adobe Acrobat Professional or equivalent required
Experience with Constant Contact and Adobe InDesign preferred
Must present and maintain a pleasant, professional and positive image of the department as the representative of the department in event planning, interacting with medical students, residents, fellows, visiting high school students, work study students, visitors to the department, and faculty and guests at department and division meetings, Grand Rounds and symposium events
- Contact information:
- Georgetown University
- Washington, DC 20057
- United States
- Employer's Website:
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