Senior Administrative Assistant
Job Description Summary:
I. JOB OVERVIEW
The George Washington University School of Medicine and Health Sciences (SMHS) Dean's Office is seeking a Senior Administrative Assistant who serves 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 Suite of SMHS. The incumbent provides administrative support to multiple senior leaders within SMHS including scheduling, document management, correspondence, and adhering to office protocols for matters requiring the interpretation and application of policies and regulations, travel arrangements and reimbursement, and special event/lecture planning. The incumbent will sort and distribute incoming mail and maintain files and logs of all incoming and outgoing correspondence, contracts, and other documents for the VPHA/Dean's signature.
Reporting directly to the Administrative Manager, primary responsibilities include:
Provides administrative support, including but not limited to, maintaining calendars and scheduling meetings for multiple individuals within the Dean's suite.
Greets visitors and maintains an organized professional work environment including, answering the telephone, taking and responding to telephone messages, and directing all incoming calls to 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 the 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 ceremony, 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 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 high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. 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)
II. JOB DETAILS
Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: School of Medicine and Health Sciences (SMHS) Family Administration Sub-Family Administrative / Operations Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday - Friday, 8:30am - 5:30pm Position Designation: Non-Essential: Employees who are not required to work unless directed to do so by their supervisor. 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 statusInternal Applicants Only? No Posting Number: S007415 Job Open Date: 07/10/2018 Job Close Date: 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
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- Cover Letter
Documents needed to Apply
- Cover Letter