Administrative Officer

Washington D.C
Apr 05, 2019
Jul 23, 2019
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Administrative Officer

The incumbent in this position 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. The incumbent will be the custodian of pro-card/petty cash and be responsible for reconciling monthly pro-card purchases. Duties include but are not limited to:
  • Provides administrative support for Vice Chairs, including calendar management, meeting coordination, minutes and other tasks as delegated.
  • Provides administrative support towards medical student related activities and community outreach programs as directed by Department Chair, including all department events, pipeline, advising and mentor ship 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. Could include CAPRICORN management, including student ISP projects, resident research, coordination of faculty and community researchers, including recruitment of participating practices.
  • 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.
  • Interacts with GUMC, MGUH as appropriate. Interacts with divisions as directed (Community Health, Medical Student Education, Research, Residency, Spring Valley).
  • Provides administrative and financial management support for department and divisions as directed by Department Chair and Department Administrator, including requisitioner role for Georgetown Management System (GMS). Reconciliation of spending for grants and contracts, management of credentialing and affiliation agreements, credentialing of personnel, procard expenditures, and other budgetary matters. Supervise work-study students.

  • Bachelor's degree; Master's degree preferred
  • General administrative experience of at least 5 years including grant writing, and at least 2 years of substantial involvement in administrating sponsored research programs
  • Ability to multitask, prioritize tasks and responsibilities and work with diverse backgrounds
  • Microsoft Office, Adobe Acrobat Professional or equivalent
  • Able to present and maintain a pleasant, professional and positive image of the department as the representative of the department

Preferred Qualifications
  • Experience with Constant Contact and Adobe InDesign
  • Experience working in an academic environment
  • Certified Research Administrator (CRA)

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