| Job Description Summary: | The George Washington University School of Medicine and Health Sciences (SMHS) is seeking an Administrative Associate for the Office of the Dean, Academic and Student Affairs. The Administrative Associate provides administrative support to the Associate Dean of Student Affairs as well as other senior staff in management of fiscal affairs, office management, and human resource needs.
This senior administrative support position provides enhanced administrative support to one or more individuals. This position maintains and reconciles purchasing cards for departmental, institutional or work unit accounts, and coordinates the schedules and maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments. This position will anticipate and prepares background materials needed, and may liaise with managers to ensure office administration policies, programs, and activities are appropriate for their needs. This role also typically plans, prioritizes, and manages maintenance and space activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities. This position is responsible for the hiring, training, and supervision of the office’s summer and temporary staff, and oversees the customer service efforts of the front desk, to include referring constituents and resolving concerns as appropriate. This is the highest administrative support position that is not reporting directly to a Vice President or Dean.
A major portion of this position includes responsibilities for pre-clinical student events and coordination with student committees. Some registrar and record keeping duties are also included.
Additional duties include:
- Prepares meetings and minutes
- Orders office supplies and equipment
- Distributes policies and procedures related to student affairs functions
- Makes purchases related to student affairs using university purchase card (P-Card).
- Coordinates travel arrangements; prepares event pre-authorization forms, travel reimbursements and payment request forms as required
- Communicates with vendors and management of procurement and invoicing
- Assists with purchases for the student class and student government accounts.
- Provides administrative support and participation of SMHS senior level social functions and other SMHS hosted event activities
- Serves as the primary administrative liaison between the Office of Student Affairs and various internal and external contacts and organizations to provide information, enlist cooperation and implement programs and initiatives
- Coordinates with staff from various offices including Facilities Management, IT and Telecommunications, to ensure ease of operations and efficient management of daily incidents
- Supports faculty, deans, and staff in coordinating preclinical academic calendars and intersession curricular events
Performs other duties as assigned by senior leaders of the Office of Student Affairs. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
This position is a Hybrid position. Hybrid work is defined as job functions that can be performed effectively in a combination of on- and off-campus locations. Employees may have dedicated space or typically have a personal or shared workspace assigned or available to them at an on-campus site. Employees in this category may have essential roles, duties and/or responsibilities yet have flexibility to determine how best to perform their work when and where needed. Telecommuting agreement must be implemented.
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| Preferred Qualifications: | - Bachelors degree or higher
- 2 years of administrative position preferred but not required
- Excellent interpersonal and teamwork skills
- Proficient computer skills and in-depth knowledge of MS Office Suite
- Prior experience managing events, curricular affairs/student affairs, preparing high profile documentation, budgeting, invoicing and reimbursements, and maintaining accurate records
- Experience supporting executive calendars, meetings, files and experience working on various projects/events
- Excellent communication skills (verbal and written)
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