Academic Department Administrator

Job description


Job Description Summary:

The School of Medicine and Health Sciences at George Washington University is recruiting an Academic Department Administrator for the department of Physician Assistant Studies. The department currently offers a highly ranked Physician Assistant program and a post-baccalaureate pre-medicine program. Its faculty is actively engaged in clinical, research and scholarship activities. The Academic Department Administrator will direct the administrative work of the department and serve as an extension of the department Chair for all operational activities including administration, resources allocations, event, space and facility planning, etc. S/he will manage and oversee day to day business operations of the department and oversee the logistical aspects of special events.

Specific responsibilities include:

• Processes all financial transactions and procurement for internal and external program stakeholders. Prepares, maintains, and oversees record- keeping, tracking and follow-through of expenditures required for program operations. Reconciles cost centers on a monthly basis to ensure all expenditures post against the appropriate general ledger account codes and initiates department corrections in a timely manner according to university procedures. Develops and maintains procedures in conjunction with the department chair and finance director to determine appropriate budgetary control and approval for university funds.
• Coordinates the development, approval and invoicing of financial and non-clinical contracts.
• Manages the department procurement card, submitting monthly reports according to University policy and procedures.
• Processes travel arrangements and reimbursements for faculty and visitors.
• Manages department space assignments including directory, telephones, computers, and furniture needs of faculty and staff.
• Serves as primary administrative contact for department staff and faculty (campus/distance).
• Keeps department chair, faculty, and staff informed of University policies and procedures surrounding business processes that impact department operations.
• Supports the Chair and oversees all business operational activities including administration, resource allocations, personnel functions and space and facility planning.
• Supervises students and temporary staff for special events and initiatives.
• Represents department head in meetings and other affairs or business of an administrative nature.
• Prepares a variety of publications, memoranda, and correspondence designed to effect action or publicize the department activities.
• Coordinates faculty appointments, contracts and semester hires; student and temporary staff hires; and serves as primary hire and payroll liaison for the department with the Dean's Office.
• Serves as a timekeeper for the department; maintaining adequate records and obtaining approval for bi-weekly time according to University policy and procedure.
• Manages faculty and staff labor distributions and assures the orderly and timely flow of information into the university's automated systems.
• Maintains working knowledge of University policies and procedures related to hiring and payroll.
• Coordinates financial and operational aspects of department marketing and communication initiatives, special events and activities such as conferences, meetings, symposiums, orientation and convocation and other faculty, staff, student or alumni functions.
• Performs other related duties as assigned. 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:

- Self-motivated, highly organized and possess strong time management skills in order to prioritize tasks to meet deadlines, and have the ability to work in a dynamic, fast-paced environment;
- Attention to detail and the ability to multitask and to work independently and in a team setting are essential in this position.
- Previous administrative experience in academic institutions is desirable. --Candidates already performing these duties are preferred. Familiarity with GWU business applications and processes preferred.
- Demonstrated ability to build and maintain professional relationships both interior and exterior to the organization
- Strong interpersonal and customer service skills
- High proficiency with Microsoft Office Suite.


Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: School of Medicine and Health Sciences (SMHS) Family Administration Sub-Family Academic Department Administration Stream Individual Contributor Level Level 1 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday through Friday, 8:30am - 5:00pm Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants:

Employer will not sponsor for employment Visa status

Internal Applicants Only? Yes (University Wide) Posting Number: S007422 Job Open Date: 07/12/2018 Job Close Date: 07/20/2018 If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).
  1. * Are you currently employed with The George Washington University?
    • No
    • Yes

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3

Documents needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3





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Job No:
Posted: 7/13/2018
Application Due: 7/21/2018
Work Type: