Office Manager, Biomedical Graduate Education - Georgetown University Medical Center

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Office Manager, Biomedical Graduate Education - Georgetown University Medical Center

The Office Manager for the Biomedical Graduate Education ( BGE) provides high-level administrative and operational support to currently 8 offices with BGE Dean's office: Office of Admissions, Office of Academic Affairs, Office of Student Services, Office of Digital Communication and Marketing, Office of Recruitment and Development and Partnerships, Office of Career Strategy & Professional Development, Office of Postdoctoral Development and Office of Training Grant Support.

The responsibilities for the Office Manager include supporting day-to-day operations, serve as first point of contact for BGE, acting as Human Resource Contact (HRC) for the biomedical graduate student organization, event planning, record-keeping, collecting and organizing receipts related to purchases, editing documents and presentations, responding to inquiries, attending meetings, coordinating logistics for meetings and events, including catering, space reservations, A/V reservations, travel accommodations and reimbursements, communications, registrations, etc., ordering office supplies, preparing expense reports and handling general clerical tasks such as faxing, mailing, photocopying, distributing deliveries, filing, sending email reminders, posting announcements, etc. Duties include, but are not limited to:

Offices Management

• First point of contact for Biomedical Graduate Education (BGE) and greet clients, parents, and University members into the office.
• Answering general phone line with inquiries from constituents.
• Serve as HRC for the Biomedical Student Stipend Organization.
• Complete and scan all I-9 paperwork for the Biomedical Student Stipend Organization.
• Prepare financial affairs paperwork including reimbursement requests, requests for mileage, vendor payments, vendor contracting, and reconciling ProCard transactions through preparation of expense reports.
• Process reimbursements and invoices for catering events that are for BGE as well as visitors and outside speaking group.
• Organizing and putting together BGE swag bags in preparation for our three annual orientations as well as incoming students to special programs.
• Manage and maintain inventory of recruitment materials that are used as giveaways when central staff and coordinators attend conferences, institutions, or host site visits
• Request and follow-through with facilities requests.
• Perform filing, photocopying, mass mailings and other related activities.
• Assist in maintaining BGE contact list.
• Order and manage office supplies across the offices.
• Manage procurement approval process for contract goods and services for BGE, including request for proposals, funding requisitions, contract submission, tax justifications, sole source justifications, and contract amendments.
• Process supplier payments and reimbursements by creating supplier IDs, generating purchase orders, processing invoices, and completing miscellaneous payments.
• Complete hiring paperwork for all BGE student workers and work with HR to hire them successfully into the GMS system.
• Monitor and approve hours for all BGE student workers.
• Order furniture and computer items with the approval of Assistant Dean of Administration and Finance.

Events & Meetings Planning

• Schedule BGE meetings including arranging room reservations, audio/visual needs, and placing on BGE calendar.
• Document scanning, copying, faxing and mail distribution.
• Making conference and travel arrangements for BGE offices.
• Processing travel expenses and per diem.
• Perform ordering for BGE central events such as BGE team meetings, BGE annual holiday luncheon, and other events that pertain to the central office.
• Plan, coordinate and implement BGE-wide events with programs.
• Coordinate logistics for high-stake meetings and events such as GAC and BGE Council, including catering, space reservations, A/V reservations, and room set up for zoom.
• Send reminder emails for all BGE central meetings, such as BGE team meetings, BGE update meetings, etc.
• Print and photocopy all items needed for various events/meetings.
• Attend high-stake meetings and take minutes.
• Assist in the coordination of faculty, staff and guest participation including email and participant lists, correspondence, invitations, itineraries, parking.
• Schedules, obtains venues and caterer; collaborates and coordinates with relevant staff; set up and clean up for BGE Dean's Office events and meetings
• Order catering for the monthly Career Options Seminar Series that is open to all BGE programs.
• Arranging room, audio/visual, catering, and swag bags in preparation for BGE orientations.
• Set up and manage staff events such as welcome events, farewell events for both Dean's office staff as well as program coordinators across currently 35 programs.

Project Support

• Assist with filing student folders.
• Assist with scanning student files into electronic data management systems.
• Conduct Georgetown Tours for potential students, special groups and events.
• Management and ordering of giveaways for student events and orientations.
• Assist with in-house and off-campus recruitment projects as needed to include but not limited to:
  • Preparing recruitment materials distribution to conferences, university visits, or site visits to Georgetown
  • Working with external vendors to maintain supply of program information sheets

• Update websites on an as-needed basis.
• Perform other miscellaneous duties as assigned by Assistant Dean of Administration and Finance, and the Senior Associate Dean for Biomedical Graduate Education

Qualifications

• Bachelor's Degree
• A minimum of 4 -5 years of administrative office or related experience
• Demonstrated administrative and computer experience
• Experience in Microsoft, including Mircosoft Excel, Word, PowerPoint
• Excellent organizational and problem-solving skills
• Excellent interpersonal skills and ability to work with a wide range of people
• Ability to perform multiple functions simultaneously
• Attention to detail and follow-through and ability to maintain the confidentiality of data and information
• Demonstrate proficiency in customer service and managing challenging interpersonal situations.
• Ability to exercise professionalism, judgment, and confidentiality of student and departmental information

Preferred qualifications

• Advanced Proficiency with Google collaboration tools and Microsoft Office Suite ( Gmail, Calendar, Word, Excel, Powerpoint, etc.)
• Experience with GMS - Georgetown Management System - Workday)

Current Georgetown Employees:
If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.


To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/Medical-Center/Office-Manager--Biomedical-Graduate-Education---Georgetown-University-Medical-Center_JR07974-1





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