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Job Openings at UDC >> Executive Assistant
Executive Assistant
Summary
Title:Executive Assistant
ID:268
Department:School of Business and Public Administration
Location:All Locations
Description
Administrative Staff (Non-union) Listing Listing
Number of Vacancies: 1

Position Status: full-time, permanent

Pay Plan, Series & Grade: Grade 08, Step 1-6
Salary Range:$47,566- $56,681
Closing Date: Open Until Filled

Location: Van Ness Campus, Washington, DC

The incumbent works under the direction of the Dean of School of Business and Public Administration, performing a wide range of administrative functions in support of the Dean and associated with managing the day-to-day operation of the Dean’s office. Incumbent is expected to perform assigned duties with a high degree of independence, professionalism, initiative and efficiency, exercising good judgment and paying attention to detail.
 
  • Oversees all administrative processes of the office. This includes scheduling appointments, making travel arrangements, handling official correspondence, and creating and managing a Management Information System to support decision making in the Office of the Dean.
  • Responsible for general office and recordkeeping; arrangements of meeting and meeting-related logistics, scheduling internal and external appointments, including coordination of SPBA’s Board of Advisors meetings; procuring and stocking of office supplies and equipment.
  • Maintains office files and serves as a repository for records of current faculty, staff, and educational technicians. Assures the accuracy of all records as well as the security of data via creating timely and effective backup procedures.
  • Works with the Office of the Chief Financial Officer to ensure that all financial documents are provided for budgetary monitoring/forecasting and all other financial transactions related to contracts and procurement.
  • Oversee the accounts payable process to ensure that all account payable accounts are satisfied in a timely manner inclusive of determining the funding availability and preparation of the appropriate fiscal documents.
  • Prepares various monthly, quarterly, and annual reports. Creates and utilizes existing financial software to maintain in-house departmental financial records and create financial reports.
  • Creates a framework for analyzing incoming correspondence as related to the Dean’s priorities. Efficiently determines what can be handled by the incumbent and what needs the immediate attention of the Dean, Associate Dean, and/or Assistant Dean.
  • Serves as information source for students, faculty, administrators, and the community at large on matters regarding the unit’s educational programs and/or university policies, procedures, and activities. Develops strategies for maintaining updated information.
  • Serves as a unit’s point of contact with the Office of the Provost and Vice President of Academic Affairs and other management offices on administrative matters, and is responsible for communicating information to the applicable units.
  • Trains and supervises clerical staff/graduate interns/work study students or others who may be assigned to the Office of the Dean; ensures that staff is productive at all times; reviews on-going assignments; and provides guidance and direction as necessary.
  • Responsible for planning and coordination of activities relating to the unit’s responsibilities and services to other areas of the college, external clients, organizations, and interest groups.
  • Serves as Dean’s liaison to chairpersons, faculty members, committee and other groups of faculty in matters related to program activities, responsibilities, and assignments.
  • Exercises discretion and takes independent action on behalf of the Dean on routine matters or in emergency situations.
  • Identifies problem areas, with regard to the administrative management of the Dean’s Office and recommends solutions. Engineers strategies for continual improvement of office processes.
  • Creates strategies for research, collection and compilation of accurate internal and external information.
  • Responsible for initiating and/or monitoring actions necessary to accomplish administrative details for program operation including, but not limited to, personnel maintenance records, registration schedules and records budgets and budgeting, requisitions, internal allotment of space and request for additional space. Incumbent is responsible for research and preparation of the documents required for the above actions.
  • Responsible for the research, collection, and compilation of internal and external data necessary to respond to upper level administrative directives.
  • Screens incoming correspondence and makes determination on what can be handled by the incumbent and what needs the immediate attention of the Dean, Associate and/or Assistant Dean.
  • Generates a variety of correspondence, minutes of various meetings, documents, and reports ensuring correct grammar, spelling and style.
  • Responsible for receiving requests for the Dean’s appointments and appearances and for finalizing the Dean’s official calendar. Responsible for all preliminary coordination required in preparation for meeting with the President or other University administrators.
  • Serves as official representative of the Dean as requested.
  • In the absence of clerical staff, provides secretarial support the unit.
  • Performs other related duties as assigned by the Dean.

Minimum Requirements:
  • Bachelor’s degree required.
  • At least three (3) years of related experience.

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: 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.
This opening is closed and is no longer accepting applications

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