Administrative Specialist, Department of Family Medicine - Georgetown University Medical Center

Washington D.C.
Sep 25, 2017
Nov 03, 2017
Education, Healthcare
Full Time
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Administrative Specialist, Department of Family Medicine - Georgetown University Medical Center

The Department of Family Medicine is comprised of a diverse group of faculty and staff working on a wide variety of teaching, research, primary care, and direct service programs in and around Washington, D.C.

The Administrative Specialist primarily assists the Family Medicine Department Chair with day to day administrative operations, and provides limited financial administrative support to the Department Administrator. S/he serves 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. Reporting to the Department Chair, the Administrative Specialist has duties that include but are not limited to:

Department Chair

  • Provides administrative support for Department Chair, including calendar management, Grand Rounds management, meeting minutes, department announcements, communications and social media, department scholarly activity, IRB, grant and award applications. Interact with GUMC, MGUH as appropriate.
  • Interacts with divisions as directed (Community Health, Medical Student Education, Research, Residency, and Spring Valley).

Activities & Programs

  • Provides administrative support towards medical student education-related activities and community outreach programs as directed by Department Chair, including all department events, pipeline, advising and mentorship programs, courses, faculty appointments, department annual reports, and supporting faculty development activities.
  • Provides administrative support to M1-M4 Family Medicine department courses, generating student contact hours reports, orientation to family medicine sites and projects, summer research programs, independent study projects and presentations, family medicine interest group, primary care week, student advising and mentoring management, scholarship applications, local/regional/national conference attendance and department social media.
  • Provides CAPRICORN management, including student ISP projects, resident research, and coordination of faculty and community researchers, including recruitment of participating practices
  • Manages the faculty appointment process, which involves multiple adjunct instructors and clerkship faculty off campus
  • Greets visitors to the department or departmental events, receives guest speakers, interacts with speakers and administrative staff and continuing medical education staff.

Administrative and Financial Support

  • Provides administrative and financial management support for department and divisions as directed by Department Chair and Department Administrator, including the role of requisitioning for Georgetown Management System (GMS).
  • Reconciles spending for grants and contracts.
  • Manages credentialing and affiliation agreements.
  • Manages credentialing of personnel.
  • Handles ProCard expenditures and other budgetary matters.
  • Supervises work-study students.


  • Administers grant and award applications, grant implementation and programming assistance to department faculty and staff.
  • Coordinates events, maintains faculty personnel files, and types correspondence or reports, entering data, creating publications (for example, fliers and brochures).
  • Provides social media support for the department (for example, social media accounts, website, fliers, and brochures).
  • Sets up and clears rooms after departmental meetings, records meeting minutes for division and departmental meetings, retrieves and delivers mail, orders office supplies, coordinates catering needs, completes forms, reserves rooms, edits documents, and handes room booking and space issues.
  • Serves as custodian of ProCard/petty cash and reconciles monthly ProCcard purchases.


  • Master's degree
  • 5 years of general administrative experience that includes grant writing - and 2 of those years must have included substantial involvement in administrating sponsored research programs.
  • Ability to 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.
  • Microsoft Office, Adobe Acrobat Professional or equivalent  

Preferred qualifications

  • Certified Research Administrator (CRA)
  • Experience with Constant Contact and Adobe InDesign

Current Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or

Need some assistance with the application process? Please call 202-687-2500

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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