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Requirements

Executive Assistant / T3 Training Program Assistant - Biomedical Graduate Education Program - Georgetown University Medical Center

Biomedical Graduate Education (BGE) (https://biomedicalprograms.georgetown.edu/) at Georgetown University encompasses Master’s, Ph.D., and certificate programs across basic and applied science, clinical disciplines, data science and pre-health training. Our students gain the skills necessary for a successful science career, and learn how to stand out to schools and employers.

Job Overview

The Executive Assistant / T3 Training Program Assistant provides support to the Department Chair and to the Associate Director of the Neuroscience T32’s.

As Executive Assistant, they manage the administrative, research and operational logistics for 30+ faculty members (including Tenure-line, Adjunct, and Emeritus), staff, and students in the Department of Neuroscience (https://neuro.georgetown.edu/) . Responsibilities include but are not limited to:

• Coordinate the Chair’s schedule and calendar, assists with research projects, and supports various executive office activities

• Perform roles within Georgetown Management System (GMS), including several roles in GMS - timekeeper, finance requisitioner, and initiator of reimbursements and expenses through accounts payable.

• Serve as the office liaison to the technology office, telecommunications, facilities, and various other service contracts that involve internal and external vendors.

• Schedule meetings, coordinate travel, respond to visitors and telephone calls, prepare agendas, furnish information, respond to routine correspondence, and exercise judgment and discretion in completing assignments

• Schedule faculty departmental meetings, retreats, and department events, as well as other events for Neuroscience which include all aspects of event planning

• Perform a variety of administrative functions to facilitate the department’s smooth operation

• Coordinate office services - such as purchasing, payroll, filing; interpret operating policies; exercise independent judgment in the resolution of administrative problems; and serve as first point of contact for the department

As T32 Training Program Assistant, they provide administrative, trainee, and academic support to three Neuroscience T32 training programs in responsibilities include but are not limited to:

• Provide post award administrative support of our training program activities and reporting requirements

• Assist with recruitment to the training programs; outreach efforts of alumni and career services outreach efforts; organization of special events for program purposes; payment assurance to the T32 students via Georgetown Management System (GMS); BGE preparation of yearly progress reports; and maintenance of training program websites. (As more Department of Neuroscience training programs are funded in the future, support services will be scaled accordingly.)

Work Interactions and Work Mode Designation

Reporting to the Department of Neuroscience Chair and the Neuroscience Department T32 Directors, the Executive Assistant / T3 Training Program Assistant supervises student works in their role supporting the overall operations of the department

As well, they interact with the Neuroscience Department Chair, Faculty, Staff and Students; GUMC-wide Faculty, Staff and Students; University Operations Manager, Facilities, Environmental Health and Safety, OFAA, Accounts Payable, HR, Purchasing and Contracts, Asset Management, Treasury and Sponsored Accounting, Payroll - as well as with external resources essential to the operations of the department.

This position has been designated as 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 website: https://hr.georgetown.edu/mode-of-work-designation.

Requirements and Qualifications

• Bachelor’s degree - preference for a graduate degree

• 3+ years of relevant administrative experience - preferably in biomedical academic, higher education, and program management

• A collaborative and transparent leadership style, cultural awareness and agility, and the ability to build trust and credibility

• Experience working with diverse faculty, student, and trainee populations

• Demonstrated ability to work productively independently and as part of a team.

• Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines

• Well-developed organizational skills, advanced communication skills, and excellent problem-solving skills

• Keen attention to detail and ability to maintain the confidentiality of data and information Knowledge of research training programs and graduate students training

• Experience organizing events and programming for faculty and students

• Proficient with MS office (e.g., Word, Excel and PowerPoint) and online collaboration tools (e.g., Box, Google Suite of products)

• Website management experience, to include intermediate use of graphics and publishing software, and social media

• Experience using scheduling and teleconferencing software skills (e.g., Zoom, Google Calendar, Doodle Poll)

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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/) .