Position Summary
The Executive Assistant provides the Department Chair with a wide range of support. This includes administration, coordination, and project management duties, all requiring self-direction and frequent interaction with executive-level associates within and outside of the MFA. The Executive Assistant serves as the primary point of contact on all administrative matters pertaining to the Department Chair and is responsible for the coordination of Faculty Affairs for the Department. This role operates in a dynamic, results-driven, fast-paced environment with regular exposure to confidential data and situations requiring discretion, tact, diplomacy, and good judgment. To be successful, the Executive Assistant must possess strong organizational and communication skills, be proactive, have exceptional attention to detail, and be a strong problem-solver.
Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.
- Manage an extremely active calendar of appointments and prepare correspondence that is often confidential.
- Plan, coordinate, and ensure that the Chair’s schedule is followed and respected.
- Communicate directly, and on behalf of the Chair, with various internal and external stakeholders, when approved as a delegate.
- Manage all aspects of faculty employment, including the recruitment, onboarding, credentialing, compliance tracking, University Faculty Affairs coordination (adhering to University and Federal guidelines), and off-boarding of Department physician faculty.
- Facilitate accessioning and distribution of consultation/diagnostic/review cases as received in the department.
- Participate in the planning for, implementation, and maintenance of departmental consultative services program.
- Coordinate the University Annual Faculty Report process for the department, and support the Appointments, Promotions, and Tenure Committee by preparing all applications for faculty appointment and promotion. Work with candidates to compile and draft documents for applications, and advise faculty on the process.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the office, including those of a sensitive or confidential nature. Determine appropriate courses of action, referral, and/or response.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Chair’s ability to effectively lead and support the organization.
- Prioritize conflicting needs; handle concerns expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Establish and maintain critical files and follow-up systems.
- Rarely, but occasionally, available during overtime or weekend work as required for critical projects and travel emergencies.
- Plan, organize, schedule, and prepare materials for faculty meetings, departmental or University-wide activities such as graduation ceremonies, conferences, and other faculty, student, or alumni functions.
- Communicate with other University representatives, government agencies, student or alumni groups, learned societies, accreditation bodies, and other individuals or groups to exchange information, enlist cooperation and implement departmental programs.
- Provide general support to the department as needed, including the support of other administrative functions within the department during absences.
- Other duties as assigned.
Minimum Qualifications
Education
- High school diploma or an equivalent combination of education, training, and experience.
Experience
- A minimum of 5 years of experience in administration, including at least 3 years of directly supporting a senior executive.
About GW MFA
MFA physicians provide comprehensive patient care, offering one practice for the whole person with 52 medical and surgical specialties. As members of the GW School of Medicine and Health Sciences faculty, MFA providers are teachers and mentors for medical students, residents, fellows, and researchers preserving the rich tradition of academics, research, and healing. In addition to maintaining a closely integrated alliance with The George Washington University and The George Washington University Hospital (GWUH) which is separately owned and operated by Universal Health Services (UHS), the GW MFA has active referring relationships with 12 area hospitals.
The GW MFA’s leading healthcare presence in the DC metro region is complemented by a network of community-based practices in DC, Maryland, and Virginia. Given its geographic location in central NW Washington, DC, and proximity to more than 175 resident embassies, the MFA continues to evolve its international clinical outreach.