Staff Assistant (PT)
DescriptionThe University of the District of Columbia Community College is seeking a dynamic, patron-centered individual with collaboration skills and experiences to support the Office of Academic Affairs. Specifically, the Staff Assistant will assist the Office of the Chief Academic Officer (CAO) 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. The individual will report directly to the Administrative Specialist and Dean of Academic Affairs.
Number of Vacancies: 1
Employment Status: Part-time, Permanent
Pay Plan, Series & Grade: AD-301-10
Closing Date: February 9, 2013
Location: 801 North Capitol Street, NE, Washington, DC
Brief Description of Duties:
The Staff Assistant oversees all administrative processes for the Office of Academic Affairs and the Dean of Academic Affairs, this includes scheduling appointments, coordinating appointments, travel arrangements, composing correspondence, managing data files, receives, screens and routes all incoming call, emails, mail and facsimile transmissions into the office. The incumbent would also provide office management to coordinate workflow and ensure efficiency and accuracy of all administrative functions of the office, manages and interprets policies related to the administrative operation and functions of the office, assists with various projects, develops practical solutions (troubleshooting) for office management including issues related to Community College course scheduling and course cancellations and student and faculty issues, oversees and supervises the review of and reviews outgoing correspondence submitted to the dean 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. The Staff Assistant also develop and maintain tracking of all student contact via email and telephone including all documents related to change of grades, graduation clearance forms and student course evaluations, completes time and attendance documents for office staff and assists with paperwork related to faculty hires and assists with managing faculty pay, oversees budgetary processes for the Office of Academic Affairs, handles office purchasing, maintains office purchase card, orders supplies and equipment, as needed, provides support in the research, collection and compilation of accurate internal and external information from a wide variety of electronic, print, audiovisual and other media necessary for each function including but not limited to computerized data sets, internet resources and university administrative and academic support records, provides back -up assistance, when necessary to Program Manager and Staff Assistant to Nursing, Allied health and the Science regarding general faculty needs and concerns, maintains confidentiality of student records and serves as liaison to the Office of the CEO to ensure conformity and consistency of communication between departments in the Community College.
Bachelor's degree, at least three years of experience in a comparable position, excellent written and oral communication skills including telephone etiquette and professionalism, excellent office management skills and ability to multi-task, problem solve, work independently and perform effectively in a fast-paced environment with tight deadlines, highly competent in Microsoft Office Suite including Word, Excel, Outlook and Access, competency in operations and care of commonly used office equipment, familiarity with PeopleSoft and Banner and excellent customer service skills.
Information to Applicant
Condition of Employment: This is a permanent position.
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 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) 274-6769.
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/.
This opening is closed and is no longer accepting applications