Georgetown Univerisity Office Manager, Biomedical Graduate Education - Georgetown University Medical Center in Washington, District Of Columbia
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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:
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.
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
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
Advanced Proficiency with Google collaboration tools and Microsoft Office Suite ( Gmail, Calendar, Word, Excel, Powerpoint, etc.)
Experience with GMS - Georgetown Management System - Workday)
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