The Administrative Specialist will assist in handling day to day administrative responsibilities. Incumbent is expected to perform the majority of assigned duties with a high degree of independence, professionalism, initiative, and efficiency, exercising judgment and attention to detail.

Number of Vacancies: 1

Employment Status: Full time, Regular

Pay Plan, Series & Grade: Grade 9, Steps 1-3

Salary Range: $42,311.37 - $45,579.56

Closing Date: Open Until Filled

Location: Various locations

Brief Description of Duties

1. Oversees administrative processes to include coordinating administrator schedules, scheduling appointments, coordinating meetings, composing correspondence, and creating and managing data files and office records. Receives, screens, and routes all incoming telephone calls, emails, mail, and facsimile transmissions into the appropriate parties . Greets and assists walk-ins.
2. Provides office management to coordinate work flow and ensure efficiency and accuracy of administrative functions of the office. Manages and interprets policies related to the administrative operation and functions of the office. Assists with the various projects and activities of the office.
3. Develops practical solutions (troubleshooting) for office management including issues related to course scheduling and course cancelations, and student and faculty issues.
4. Oversees and supervises the review of and reviews outgoing correspondence submitted to management for signature or clearance, for format, typographical accuracy, and conformance with procedural instructions. Determines that all relevant background material is properly attached and maintains tracking record of completion and submission of certain official documents.
5. Performs data entry for programmatic-related functions including scanning, uploading, and running reports.
6. Records minutes of staff and other meetings and distributes to attendees.
7. Responsible for entering and tracking faculty and staff personnel actions. Monitors time and attendance as directed. Coordinates with UDC Human Resources for staff onboarding and exit.
8. Oversees and handles travel for the division including travel advances and travel reimbursement in conformance with University procedures.
9. Manages purchase card including maintaining accurate records and reconciling account on a timely basis.Uses the purchase card in accordance with University standards and procedures.
10. Orders supplies and equipment as needed. Responsible for entering requisitions into university purchasing system. Contacts vendors to ensure delivery of goods and services. Processes the payment of invoices, contracts and renewals in the university finance system as required.
11. Manages travel stipends for students (fare cards, tokens) including maintaining accurate records.
12. Maintains information about certification vendors including purchase cycles, costs of certifications, and the certification handbook.
13. Provides presentation assistance including setting up presentation technology (both in-person and web-based), copying handouts, and other activities required for a successful presentation.
14. Serves as liaison to other departments to ensure conformity and consistency of communication between departments.
15. Plans, schedules, and manages meetings, events, and activities on behalf of the respective manager.
16. Provides support to the department in the research, collection, and compilation of accurate internal and external information from a wide variety of sources for career pathways.Sources include electronic, print, audio-visual, and other media necessary for each function, including but not limited to: computerized data sets; Internet resources; university administrative and academic support records; educational, professional and trade associations; higher education institutions and interest groups, government information repositories and others.
17. Prepares and transmits university and program information to various requesters and maintains logs of the same.
18. Provides back-up assistance, when necessary.
19. Provides back-up assistance, when necessary, to the program coordinators to assist with adjunct faculty general needs and concerns.
20. Maintains confidentiality of faculty and student records.
21. Takes on increasing responsibilities as needed; performs other related duties as assigned.

1. High School diploma or equivalent required.
2. At least three years of experience in a comparable position required.

Information to Applicant  

Collective Bargaining Unit (Non-Union): This position is not in the collective bargaining unit.

Employment Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the University of the District of Columbia’s retirement plan (TIAA-CREF).

Equal Opportunity Employer: All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity ore expression, family responsibilities, matriculation, genetic information, disability or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the University of the District of Columbia does not discriminate on the basis of actual or perceived: race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, familial status, family responsibilities, matriculation, political affiliation, genetic information, disability.  Sexual harassment is a form of sex discrimination which is also prohibited by the Act.  In addition, harassment based on any of the above protected categories is prohibited by the Act.  Discrimination in violation of the Act will not be tolerated.  Violators will be subject to disciplinary action.

Veterans Preference:  Applicants claiming veterans preference must submit official proof at the time of application.

Residency Preference: The Residency Preference Amendment Act of 1988, D.C. Law 7-203, created a system in which provides that any applicant for employment in the Career or Educational Services who is a bona fide resident of the District of Columbia may claim a residency reference at the time of application. An applicant selected for an appointment based on District residency will be required to submit no less than eight (8) proofs of bona fide District residency. Bona fide District residency must be maintained from the date of appointment to the position for seven (7) consecutive years. Failure to maintain bona fide District residency for the (7) year period will result in forfeiture of employment.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of any criminal drug statute occurring in the workplace.

Background Investigation: Employment with the University of the District of Columbia is contingent upon a satisfactory background investigation.  The determination of a "satisfactory background investigation" is made at the sole discretion of the University of the District of Columbia.  The University may refuse to hire a finalist, rescind an offer of employment to a finalist or review and may terminate the employment of a current employee based on the results of a background investigation.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, if selected for employment a UDC application will be required.

Job Offers: Official Job Offers are made by the University of the District of Columbia, Office of Human Resources Only.

Contact Information:  All inquiries related to employment and job applications should be directed to UDC Office of Human Resources at (202) 274-5020.

The University of the District of Columbia is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. For a full version of the University’s EO Policy Statement, please visit: http://www.udc.edu/equal opportunity/.