Administrative Associate

Please see Special Instructions for more details.

Employer will not sponsor for employment Visa status.

I. JOB OVERVIEW

Job Description Summary :

The George Washington University School of Medicine and Health Sciences (SMHS) is seeking an Administrative Associate for the Office of the Dean, Academic and Student Affairs.

The Administrative Associate provides administrative support to the Associate Dean of Student Affairs as well as other senior staff in management of fiscal affairs, office management, and human resource needs.

This senior administrative support position provides enhanced administrative support to one or more individuals. This position maintains and reconciles purchasing cards for departmental, institutional or work unit accounts, and coordinates the schedules and maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments.

This position will anticipate and prepare background materials needed, and may liaise with managers to ensure office administration policies, programs, and activities are appropriate for their needs.

This role also typically plans, prioritizes, and manages maintenance and space activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities.

This position is responsible for the hiring, training, and supervision of the office’s summer and temporary staff, and oversees the customer service efforts of the front desk, to include referring constituents and resolving concerns as appropriate.

This is the highest administrative support position that is not reporting directly to a Vice President or Dean.

A major portion of this position includes responsibilities for pre-clinical student events and coordination with student committees.

Some registrar and record keeping duties are also included.

Additional duties include :

• Prepares meetings and minutes.
• Orders office supplies and equipment.
• Distributes policies and procedures related to student affairs functions.
• Makes purchases related to student affairs using university purchase card (P-Card).
• Coordinates travel arrangements; prepares event pre-authorization forms, travel reimbursements and payment request forms as required.
• Communicates with vendors and management of procurement and invoicing.
• Assists with purchases for the student class and student government accounts.
• Provides administrative support and participation in SMHS senior level social functions and other SMHS hosted event activities.
• Serves as the primary administrative liaison between the Office of Student Affairs and various internal and external contacts and organizations to provide information, enlist cooperation and implement programs and initiatives.
• Coordinates with staff from various offices including Facilities Management, IT and Telecommunications, to ensure ease of operations and efficient management of daily incidents.
• Supports faculty, deans, and staff in coordinating preclinical academic calendars and intersession curricular events.

Performs other duties as assigned by senior leaders of the Office of Student Affairs. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

This position is a Hybrid position. Hybrid work is defined as job functions that can be performed effectively in a combination of on- and off-campus locations.

Employees may have dedicated space or typically have a personal or shared workspace assigned or available to them at an on-campus site.

Employees in this category may have essential roles, duties and / or responsibilities yet have flexibility to determine how best to perform their work when and where needed.

Telecommuting agreement must be implemented.

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 :

• Bachelor's degree or higher.
• 2 years of administrative position preferred but not required.
• Excellent interpersonal and teamwork skills.
• Proficient computer skills and in-depth knowledge of MS Office Suite.
• Prior experience managing events, curricular affairs / student affairs, preparing high profile documentation, budgeting, 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).

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits.

For program details and eligibility, please visit https : / / hr.gwu.edu / benefits-programs.

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 Level : Level 1

Full-Time / Part-Time : Full-Time

Hours Per Week : 40

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

Will this job require the employee to work on site? Yes

Employee Onsite Status : Hybrid

Telework : Yes

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? No

Posting Number : S013002

Job Open Date : 07 / 01 / 2024

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Are you a current employee of The George Washington University?
• If you are a current staff or research employee at The George Washington University, have you successfully completed your Introductory Employment Period (IEP)?

Employees in their IEP are not eligible to apply for other internal university staff and research positions until the IEP is complete.

• Not Applicable
• What is your expected salary range?

Open Ended Question)

Documents needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

Human Resource

Do you have the skills to fill this role Read the complete details below, and make your application today.

Management & Development

2013 H Street, NW, 3rd Floor

Washington, DC 20006

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