Number of Vacancies: 2

Area of Consideration: Open to the Public

Position Status: Full-Time, Regular

Pay Plan, Series & Grade: DS0058/301/10

Salary Range: $38,401.89 - $48,820.97

Closing Date: March 26, 2018

Location: Various WDLL locations

Brief Description of Duties

The Administrative Specialist will assist the Dean of Workforce Development and Lifelong Learning (WDLL) in the University of the District of Columbia Community College (UDC-CC) in handling day to day administrative responsibilities. Incumbent is expected to perform the majority of assigned duties with a high of independence, professionalism, initiative, and efficiency, exercising good judgment and attention to detail.

Essential Duties and Responsibilities

1. Serves as first point of contact at location; greets and assists walk-ins.
2. Oversees administrative processes for the Dean, including coordinating the Dean's schedule, scheduling appointments, coordinating meetings, composing correspondence, and creating and managing data files and office records. Receives, screens and routes all incoming telephone calls, emails, mails, and facsimile transmissions into the appropriate parties for the Workforce Development and Lifelong Learning division programs.
3. Provides office management to coordinate work flow and ensure efficiency and accuracy of the 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 and the Community College.
4. Supervises and reviews correspondence submitted to the Dean for signature, ensuring proper formatting, typographical accuracy, conformance with procedural instructions. Determines tracking record of completion and submission of certain official documents.
5. Performs data entry for programmatic-related functions of the career pathways department including scanning, uploading, and running reports.
6. Serves as minute taker in meetings, copying and distributing minutes to all relevant parties.
7. Assists with paperwork related to faculty hires, and assists with managing faculty pay.
8. Oversees and handles travel for the division including travel advances and travel reimbursement in conformance with University procedures.
9. Utilizes and manages purchase card including maintaining accurate records and reconciling account on a timely basis, in accordance with University standards and procedures.
10. Manages travel stipends for students (fare cards, tokens) including maintaining accurate records.
11. Provides presentation assistance including setting up presentation technology (both in-person and web-based) copying handouts, and other activities requires for a successful presentation.
12. Provides support to the department in the research, collections, and compilation of accurate internal and external information from a wide variety of courses for career pathways.
13. Prepares, transmits University and program information to various requesters and maintains logs of the same.
14. Provides back-up assistance, when necessary, to other Career Pathways staff and programs coordinators.
15. Maintains confidentiality of faculty and student records.
16. Performs other duties as assigned.

Minimum Job Requirements

1. High School diploma or equivalent required. Bachelor's degree preferred.
2. At least three (3) years of experience in a comparable position required.  

Information to Applicant

Collective Bargaining Unit (Union): This position is not part of 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: The District of Columbia Government is an 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, family responsibilities, matriculation, physical handicap, 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 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 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) 274-5380.

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/.