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Requirements

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

Georgetown’s Department of Family Medicine (https://familymedicine.georgetown.edu/) 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 the Washington, DC area. We are deeply committed to the Jesuit ideal of cura personalis - “care of the whole person.” Our vision is “Community Health, One Family at a Time.”

Job Overview

The Administrative Officer primarily assists the Family Medicine Department Chair with day to day administrative operations, and provides limited financial administrative support to the Department Administrator. They 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: grant and award applications, grant implementation and programming assistance to department faculty and staff, events coordination, maintenance of faculty personnel files, typing correspondence or reports, entering data, creating publications (fliers, brochures, etc.), providing social media support for the department (social media accounts, website, fliers, brochures, etc.), setting-up and clearing rooms after departmental meetings, recording meeting minutes for division and departmental meetings, retrieving and delivering mail, ordering office supplies, coordinating catering needs, completing forms, reserving rooms, editing documents, and handling room booking and space issues; and serving as custodian of pro-card/petty cash and reconciling monthly ProCard purchases.

Work Interactions

Reporting to Department Chair, the Administrative Officer has duties that include but are not limited to:

• 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, which involves multiple adjunct instructors and clerkship faculty off campus, and includes regular monitoring of incomplete applications, regular meetings and communication with the Office of Faculty and Academic Affairs; and manage departmental external review requests

• Maintain scholarly activity project and grant management databases, including CAPRICORN; and maintain application deadlines; draft IRB, grant and award applications and reports; attend working group and PI regular meetings; and act 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, administering the continuing medical education credit application and filing process, evaluations, and record keeping

• Greet visitors to the department or departmental events, receive guest speakers, and interact with speaker, administrative staff, and continuing medical education staff.

Reporting to the Department Administrator, the Administrative Officer has duties that include:

• Serve as Custodian for department petty cash and ProCard

• Administer for grant-related expenses, travel and associated logs

• Provide administrative support as needed to all divisions

• Supervise work-study students

Requirements and Qualifications

• Master’s degree

• At least 5 years including grant writing, including at least 2 years of substantial involvement in administrating sponsored research programs

• Proficiency with Microsoft Office, Adobe Acrobat Professional or equivalent

• Ability to present and maintain a pleasant, professional and positive image of the department as the representative of the department in event planning; and to interact 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

Preferred qualifications

• Certified Research Administrator (CRA)

• Experience with Constant Contact and Adobe InDesign

Work Mode: Hybrid Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources Mode of Work Designation (https://hr.georgetown.edu/mode-of-work-designation/) .

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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 resume for each position of interest for which you believe you are qualified. 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 (http://ideaa.georgetown.edu/ada) for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website (https://georgetownworks.georgetown.edu/) .

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer (https://policymanual.hr.georgetown.edu/https%3A//policymanual.gudrupal.georgetown.edu/201-Equal-Employment-Opportunity-Affirmative-Action) 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 (http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf) .

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website (https://benefits.georgetown.edu/staff/enrolling/) .

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Grounded in our Jesuit, Catholic identity, the Spirit of Georgetown undergirds everything we do. Watch this video (https://www.youtube.com/watch?v=hq3KF11PSNc) to learn more.

Learn how HR CARES (https://hr.georgetown.edu/hr-cares/) for faculty and staff, nurturing an environment of mutual respect where imaginations flourish and ideas are realized to positively impact the world.

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website (https://benefits.georgetown.edu/staff/enrolling/) .