Administrative Officer - Georgetown University Medical Center

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

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 Administrato,r 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, dr