Number of Vacancies: 1
Position Status: full-time, permanent
Pay Plan, Series & Grade: Grade 11, Step 1-2
Salary Range: $42,493.00- $44,087.00
Closing Date: Open Until Filled
Location: Van Ness Campus, Washington, DC
Brief Description of Duties
The Project Assistant for Employee Services, College of Agriculture, Urban Sustainability and Environmental Sciences (CAUSES) of the University of the District of Columbia, reports directly to the Project Specialist for Employee Services and provides assistance in a variety of required employee services to include payroll processing, personnel actions, administrative files management, student employment scheduling, leave audits, travel requests, travel reservations, and benevolence services in support of academic, research, and land-grant programs. The incumbent will work closely and cooperatively with the Project Specialist for Employee Services and other CAUSES staff, must be a team player, work effectively and efficiently, perform duties with independence and initiative, communicate effectively, work well under the pressure of deadlines and be familiar with the regulations, policies and procedures for payroll processing, personnel action processing, leave accrual and audits as established by the University and College.
Essential Duties and Responsibilities:
- Assists the Administrative Specialist with processing requests related to personnel, payroll, audits, travel, student employment, and special events and activities.
- Receives and assists telephone callers, visitors, and staff in a professional and appropriate manner. Provides general information to College employees as requested related to payroll processing, personnel actions, benefits, student employees, etc...
- Monitors and tracks progress of assigned payroll and personnel actions assigned. Responds to questions and concerns within the area of responsibility.
- Works cooperatively with the Administrative Specialist to coordinate materials related to payroll and personnel actions for proper clearance prior to forwarding for necessary action in the University’s Human Resources and Pay Services units.
- Conducts annual and sick leave audits for verification of the University’s Office of Pay Services.
- Assists with preparing travel authorization forms, makes airline reservations with Aurora Travel, and works cooperatively with the Grants and Purchasing staff for processing of advance payments and reimbursements.
- Assists with student employment requests, scheduling, and timekeeping.
- Enters required data in banner system for new employees to receive appropriate passwords and registration IDs for access to MyUDC and University e-mail.
- Composes and prepares a variety of materials for the Administrative Specialist and Associate Dean of Operations, maintaining confidentiality of information therein.
- Assists in the management of administrative files to meet current needs and performs data input, creates and maintains electronic data files to handle personnel requests.
- Performs reference work for Administrative Specialist and Associate Dean of Operations in connection with meetings, correspondence and reports by assembling the information from files and documents in the office and/or other available sources.
- Researches and assembles data pertaining to various aspects of the office as requested by Administrative Specialist and Associate Dean of Operations. Determines source and authenticity of the data and insures the data is presented in an appropriate format.
- Performs timely and accurate completion of work including special or specific projects.
- Works closely and cooperatively with Associate Deans, Program Managers, Chairs, Directors and faculty to assist with employee services in support of academic, research, and outreach programs.
- Performs other duties as assigned including special assignments related to the areas of responsibility as well as the needs of the college.
- Completes work within timeframe specified by Project Specialist to ensure that unit timelines are met.
- Other related duties as assigned
- High School Diploma required.
- Five (5) years of progressively responsible experience in general office, payroll and personnel services, or other related services, preferably in an academic setting.
- One (1) year of undergraduate education/trade school in Human Resources Management, Business or related field preferred.
- Knowledge of the principles of office management and of modern office procedures, systems and equipment.
- Knowledge of rules, regulations, policies, and procedures of various federal and district agencies providing grant funding to the unit, or the ability to acquire such knowledge rapidly.
- Knowledge of Human Resources rules, policies, procedures and forms.
- Ability to work independently on confidential assignments and support tasks without recourse to the supervisor.
- Ability to maintain complex administrative records and to provide complex information from such records.
- Demonstrated ability to work with various types of computer programs and software, i.e. Microsoft Office – Word, Excel, and Powerpoint.
- Ability to speak and write clearly and communicate ideas effectively.
- Ability to establish and maintain effective working relationships with University officials, officials from other agencies, colleagues and peers, students and the general public.
- Ability to work well under stress of deadlines for projects and activities.
- Acute attention to detail.
Information to Applicant
Collective Bargaining Unit (Union): This position is not part of the collective bargaining unit.
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 actual or perceived actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business, or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations.
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 actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business, or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations. 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 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 Employer.