Administrative Associate

Job description


Job Description Summary:

The George Washington Cancer Center is actively involved in a wide range of cancer-related activities, from basic and population science and clinical research to outstanding patient care and health policy. As a means of maintaining its commitment to expanding its efforts in the fight against cancer, the Center leverages the School of Medicine and Health Sciences, the GW Medical Faculty Associates, the GW Hospital, and the Milken Institute School of Public Health to re-focus and re-energize the university's efforts in cancer research and patient care. The Administrative Associate, provides strong professional administrative and coordination support to the GW Cancer Center Director in a busy environment of a growing organization, as well as with the clinic staff for patient appointments.

Specific duties and responsibilities include:
• Serves as the point of contact for all GW Cancer Center Director communications both internally to all leadership, faculty and staff (GWCC, GWU, MFA and GW Hospital), as well as externally to colleagues, pharmaceutical and company representatives, organizational officials, patients and donors.
• Attends staff executive committee meetings and other committee meetings as needed, or as directed, and compiles and distributes the team progress updates and agendas relative to those.
• Assists with researching and reviewing information for responding to community or internal marketing/communication inquiries.
• Assesses the priorities of meeting requests received from leadership, faculty, and staff (GWCC, GWU, MFA, and GW Hospital), and additionally from colleagues, pharmaceutical and company representatives, organizational officials, patients, and donors. Schedules meetings, including the logistical coordination, room reservations, notifications, agendas, refreshments (when required) and A/V support when necessary.
• Manages the obligations and competing schedules of several national and international committees and organizational boards for which the Director serves in various capacities. Coordinates the Director's travel arrangements both domestic and international, including booking conference registrations, speaking engagements, and making reservations. Prepares detailed itineraries and materials for presentations. Processes travel and expense reimbursements in a timely manner within policy guidelines.
• Provides support to the GW Cancer Center leadership, faculty and staff assisting with faculty recruitment, seminar presenters, speakers, and dignitaries to include: booking travel reservations; arranging visitor agendas to meet with various GWU leadership and faculty; preparing detailed itineraries; and processing honorariums (when appropriate), travel and expense reimbursements in a timely manner within policy guidelines.
• Plans and coordinates various GW Cancer Center events, including fundraising, lectures, seminars, site visits, program meetings, planning sessions, retreats, and team building. This is inclusive of working with appropriate resources including marketing, facility and event locations, catering, and agenda management. Maintains relationships with donors as well as building relations with future donors.
• Provides administrative support with grant submissions and performs administrative pre and post award functions.
• Answers GW Cancer Center phone line, email, and correspondence in a professional and timely manner. Communicates information that requires explaining practices, procedures and policies with others inside and outside of the work unit. Creates, reviews, edits and finalizes documents generated in the executive office.
• Maintains high level of confidentiality at all times with the Director, Human Resources regarding staff issues.
• Coordinates patient activities and rotations in the hospital as well as supporting the laboratory program. Manages clinical medical records to ensure reports are transferred to appropriate facilities. Communicates directly with patients, physicians, and facilities. Prepares and processes invoices, in a timely manner within policy guidelines.
• Provides backup support to other members of the leadership team, faculty, and staff ensuring an efficient business operation and excellent community (internal and external) relations. The various research activities associated with this GWCC component include development and oversight of scientific programs, seed funding for pilot projects, faculty recruitment, events and travel. Manages calendars for multiple ACDs., Coordinates internal and external outreach under supervision of the Director and ACDs to assist with reinforcing collaborative research teams across GW, MFA and GWU Hospital and maintains effective and positive relations.
• Assists with maintenance of the update the GW Cancer Center website and monitors press releases to update news and events on the website.
• Assists with the procurement of GW Cancer Center equipment, supplies and special orders through the purchase requisition and order process. Assists with inventory, IT support coordination and facilities work requests.
• 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:

Experience providing administrative support to executive management preferred.
Excellent customer service, organizational skills, written and oral communication skills, and attention to detail.
Proficiency with Microsoft suite of tools (Word, Excel, Power Point).

Typical Hiring Range $22.28 - $28.98 How is pay for new employees determined at GW?

Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: School of Medicine and Health Sciences (SMHS) Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 1 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday-Friday 8:30 AM- 5:30 PM 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? No Posting Number: S007790 Job Open Date: 11/21/2018 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
Required fields are indicated with an asterisk (*).

    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: 11/22/2018
    Application Due: 1/8/2019
    Work Type: