Program Associate, MITM

The George Washington University; Washington, Northern (District of Columbia, KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Time off & leave

Retirement savings

Tuition assistance

Well-being programs

Voluntary benefits

Job summary

The George Washington University in Washington, DC seeks an Administrative Professional to coordinate MITM’s office activities, meetings and communications for the Chair and faculty.

Responsibilities include onboarding, visa coordination, event planning, reporting, calendar management, travel, and updating department webpages to support operations. This position emphasizes collaboration, accuracy, and timely processing of payments and documents within a high-paced academic environment.

Qualifications

• Bachelor’s degree required; conferred by start date.
• Strong written and verbal communication skills preferred.
• Proficiency with Microsoft Office (Word, PowerPoint) and standard office software.

Responsibilities

• Coordinate data entry of research positions and assist onboarding; coordinate Visa process as needed.
• Prepare and coordinate written communications for the MITM Chair.
• Organize and participate in department meetings; create agendas and take minutes.
• Coordinate Chair-led projects and initiatives; monitor progress and participate in meetings affecting projects.
• Coordinate Faculty Affairs activities including monthly meetings, annual reviews, and new appointments and promotions.
• Coordinate MITM teaching activities (course catalog, classrooms) and prepare required reports.
• Manage Chair calendar, travel, facilities requests and other admin tasks.
• Update MITM and faculty webpages; liaise with SMHS communications staff.

Skills

Excellent communication

Strong writing

MS Office

Discretion

Problem solving

Education

Bachelor's degree in an appropriate area

Job description

Please see Special Instructions for more details.

Employer will not sponsor for employment Visa status

I. JOB OVERVIEW

Job Description Summary:

GW’s Department of Microbiology, Immunology, and Tropical Medicine ( MITM ) conducts innovative, fundamental, basic and translational research for HIV / AIDS and neglected tropical diseases. MITM has a strong tradition of training and policy advocacy for these infectious and parasitic diseases, which initiate and perpetuate poverty and suffering worldwide. Additional information on MITM can be found at the following link: http://smhs.gwu.edu/microbiology/
MITM is recruiting an administrative professional to coordinate all organizational and functional activities in support of the regular administrative work performed by the Chair as well as a variety of special projects.
Reporting to the Administrative Manager this position provides coordination and program management on behalf of the Department of Microbiology, Immunology and Tropical Medicine ( MITM ). This role will serve as a point of contact for the program, will answer program questions from faculty, staff, and students, and will provide functional support for the program administration. Functional support includes organizing scientific meetings and seminars, facilitating all activities related to faculty affairs, supporting MITM’s educational activities, coordinating the department communications, and managing a variety of special projects. It also includes answering most inquiries, enrollment guidance, drafting program materials, planning and executing events, tracking spending and processing payments, preparing and analyzing reports, and similar duties. This role is tasked with outreach to other GW stakeholders in order to assist in maintaining standard operational efficiencies. The duties often are administrative in nature including tasks that are routine, and under limited supervision of more senior personnel within the department.

The responsibilities include:

• Coordinates the data entry of research positions in PA7 and assists with the onboarding process of research staff. Coordinates the Visa process as needed.
• Provides the MITM Chair with support to include preparation and coordination of a variety of written communications, including but not limited to department correspondence.
• Organizes and participates in various departmental committee meetings (Faculty, ATP , Education, Space, etc); Creates agendas and take minutes.
• Coordinates various Chair led projects and initiatives. Develops and implements project tasks, monitors and tracks project progress and participates at meetings that affect projects.
• Coordinates the activities related to Faculty Affairs including monthly departmental faculty meetings, faculty annual reviews, new faculty recruitments, new appointments and promotions.
• Coordinates MITM’s teaching activities (course catalog, classrooms…) and researches and prepares reports as required by the Chair; Helps facilitate the development of MITM courses.
• Manages Chair calendar and travel and assist with management of facilities requests and repairs. Manages departmental lab coat cleaning contract; Assists with departmental FedEx account and p-card purchases.
• Updates the MITM and faculty webpages as needed, working closely with the SMHS biomedical communications staff. Manages departmental intranet site.

Performs other work-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:

• Excellent communication and writing skills are preferred as well as proficiency in Microsoft office applications (Word and PPT in particular).
• Superior customer service, discretion and tact are critical to be successful in this position. The incumbent should be able to work with minimal direction, be a good problem solver, and work effectively in a fast-paced and changing environment.

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits. For program details and eligibility, please visit https://hr.gwu.edu/benefits-programs.

II. JOB DETAILS

Campus Location:

Campus Location: Foggy Bottom, Washington, D.C.

College/School/Department:

College/School/Department: School of Medicine and Health Sciences (SMHS)

Family

Family Academic Affairs

Sub-Family

Sub-Family Program Administration

Stream

Level

Level Level 1

Full-Time/Part-Time:

Full-Time/Part-Time: Full-Time

Hours Per Week: 40

Work Schedule:

Work Schedule: Monday through Friday, 8:30am - 5:00pm

Will this job require the employee to work on site?

Will this job require the employee to work on site? Yes

Employee Onsite Status

Employee Onsite Status Hybrid

Telework:

Telework: Yes

Required Background Check:

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?

Internal Applicants Only? No

Background Screening Successful Completion of a Background Screening will be required as a condition of hire.

The university is an Equal Employment Opportunity 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 (*).

• Yes
• No
• * If you are a current staff or research employee at The George Washington University, have you successfully completed your Introductory Employment Period (IEP)? The Introductory Employment Period (IEP) at George Washington University for non‑faculty benefitted staff and research positions lasts for 90 days from the hire date into the position. Employees in their IEP are not eligible to apply for other internal university staff and research positions until the IEP is complete.
  • Yes
  • No
  • Not Applicable (Not a GW employee in a benefit eligible position)
• * What is your salary range expectation?

  (Open Ended Question)

Documents needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

Human Resource
Management & Development

2013 H Street, NW, 3rd Floor
Washington, DC 20006