Number of Vacancies: 1
Position Status: full-time, permanent
Pay Plan, Series & Grade: Grade 11, Steps 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 Staff Assistant for Administrative Services, College of Agriculture, Urban Sustainability and Environmental Sciences (CAUSES) of the University of the District of Columbia, reports directly to the Administrative Specialist for Administrative Services and provides administrative support services for academic, research and land-grant programs. The incumbent will work closely and cooperatively with the Administrative Specialist and CAUSES staff, must be a team player, work effectively and efficiently, perform duties with independence, initiative, and reliability, exhibit effective customer service, work well under the pressure of deadlines and be familiar with the regulations, the principles of office management and of modern office procedures, systems and equipment and ability to type rapidly and accurately. The incumbent performs the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides administrative support to designated units, i.e. correspondence preparation; administrative records management; preparation of agendas and handouts for meetings; recording, transcribing and distributing minutes of meetings; photocopying and other logistical requirements.
- Receives telephone and personal callers; retrieves voice mail messages from main phone lines in the College and provides written information from the inquiries of the voice mail messages to appropriate staff. Personally answers inquiries or telephone calls regarding program routine matters.
- Performs research and reference work for Administrative Specialist, faculty, and staff in connection with developing correspondence, reports, grants, etc. This task involves assembling information from files and documents found in internal office files or other available sources outside the office, and in developing or creating anew.
- Works on special initiatives as requested by the Administrative Specialist and Associate Dean of Operations.
- Assists in the periodic inventory of supplies, which includes determining kinds and quantities of items to be procured.
- Assists with inventory management initiatives for all equipment in units within the College.
- Assists Administrative Specialist with reserving venues, tracking deliveries, event registrations, room set ups, and other logistical requirements.
- Assists academic directors with preparation for accreditation requirements and visits, i.e. files management, document preparation, and other administrative support functions.
- Handle requests for information and data regarding academic records and administrative files.
- Delivers outgoing mail to UDC mailroom and distributes mail to academic and land-grant units via central mailbox station in the College.
- Keeps Administrative Specialist informed of work-related issues.
- Complete assignments within timeframes established by the Administrative Specialist, program managers, and Associate Dean of Operations.
- Works effectively and cooperatively with Associate Deans, academic directors and other faculty and staff within the college and UDC as required for specific projects.
- Performs other duties as assigned including special assignments related to the areas of responsibility as well as the needs of the college.
- High School Diploma or equivalent. One year of college/trade school preferred.
- Five (5) years of progressively responsible administrative support experience, preferably in an academic setting.
- Good knowledge of USDA, CAUSES and UDC rules and regulations.
- Thorough knowledge of business English, spelling, punctuation, format and arithmetic.
- Considerable knowledge of the principles of office management and of modern office procedures, systems and equipment and ability to type rapidly and accurately.
- Knowledge and demonstrated ability in the use of software applications to include Microsoft Word, PowerPoint, and Excel.
- Ability to work independently on responsible assignments and other clerical tasks without recourse to supervisor.
- Ability to maintain effective working relationships with administrators, faculty, staff, students, and the general public tactfully and courteously and to work harmoniously with other employees.
- Effective customer service skills.
- Must have ability for dealing with numerous projects and problems simultaneously.
- Demonstrated ability to exercise judgment, initiative and creativity in implementing responsibilities.
- 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 in the collective bargaining unit represented by AFSME local 2087 and you may be required to pay an agency service fee through direct payroll deduction.
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 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.