Job Description

Job Description Summary:
Founded in 1824, the GW School of Medicine and Health Sciences (SMHS) is the 11th oldest medical school in the country and the first in the nation’s capital. Since its establishment, the school has been at the forefront of medical education, and has grown to include highly-ranked programs in the health and biomedical sciences. With dozens of top-tier residency programs, SMHS is a competitive and esteemed destination for medical school graduates across the country. Find out more here: http://smhs.gwu.edu/

The George Washington University School of Medicine and Health Sciences Dean’s Office is seeking an Administrative Associate, Front Desk. This individual will serve as the primary reception staff for the Office of the Dean/Vice President for Health Affairs and other administrative offices that share space in the Dean’s Administrative Suite within SMHS, and serve as a member of the Dean’s Suite administrative team. The incumbent will provide administrative support to the Office of the Dean including scheduling, document management, correspondence, timekeeping, travel arrangements and reimbursement, as well as routing contracts and other documents for the VPHA/Dean’s signature. The incumbent will also have responsibility for filing invoices and other finance transactions for various offices within SMHS.

Reporting directly to the SMHS Director of Administration, primary responsibilities include:
Provides administrative support, including but not limited to, maintaining calendars and scheduling as needed for the SMHS Dean and other individuals within the Dean’s suite.
Assists the Director of Administration with tasks in support of the Dean’s Suite, including support for major meetings and Town Halls, event planning and execution (e.g. Bicentennial events, annual conferences, etc), and taking minutes at leadership meetings.
Manages invoices and other finance transactions for the Office of the Dean and other groups as needed.
Greets and escorts visitors to the school and maintains an organized professional work environment including, answering the telephone, taking and responding to telephone messages, and directing all incoming calls to the appropriate party promptly and efficiently.
Communicates and handles incoming and outgoing electronic and paper communications; distributes mail, opens and routes mail, prepares outgoing mail for pick-up, and manages documents received for deans’ signatures.
Assists with travel and event pre-authorization forms, travel reimbursement and payment request forms, student expense reimbursement, and processing PCard transactions.
Coordinates travel arrangements including conference registration details.
Maintains office supplies inventory and ordering, and office equipment.
Assists with special events such as orientations, graduation ceremonies, and other events.
Assists with leave tracking, preparing payroll forms, on-boarding staff and student hires, and other human resources functions.
Maintains accurate departmental files and records for office documents, correspondence, and vendor contracts.
Performs miscellaneous duties such as logging, sorting, batching, filing, and reproducing various materials.

Performs additional assigned duties. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
Minimum Qualifications:
Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:
Preferred Qualifications:
Proficient computer skills and in-depth knowledge of MS Office Suite
Prior experience managing correspondence, preparing high profile documentation, 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)