|Title:||Staff Assistant to the Executive Secretary to the Board of Trustees|
|Department:||Office of the President|
Number of Vacancies: 1
Employment Status: full time, temporary
Pay Plan, Series & Grade: Grade 11, Steps 5-9
Salary Range: $39,208.00- $44,366.00
Closing Date: Open Until Filled
Location: Van Ness Campus, Washington, DC
Brief Description of Duties
The Staff Assistant, reports directly to Executive Secretary to the Board of Trustees and provides administrative support services for the Board of Trustees. The incumbent will work closely and cooperatively with the Executive Secretary, 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, i.e. correspondence preparation; administrative records management; preparation of handouts for meetings; recording, transcribing and distributing minutes of meetings; photocopying and other logistical requirements.
- Receives telephone and personal callers; retrieves voice mail messages and provides written information from the inquiries of the voice mail messages to appropriate staff. Personally answers inquiries or telephone calls regarding Board routine matters.
- Performs research and reference work for Board Executive Secretary and Board of Trustees connection with developing correspondence, reports, 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 Board Executive Secretary and Board of Trustees.
- 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 the office.
- Assists Board Executive Secretary with reserving venues, tracking deliveries, registrations, room set ups, and other logistical requirements.
- Handles requests for information and data regarding Board Records and administrative files. Assist with Trustees travel arrangements for conferences; retreats, etc. Assist with preparing requisitions, maintain financial records
- Delivers outgoing mail to UDC mailroom.
- Complete assignments within timeframes established by the Board Executive Secretary
- Works effectively and cooperatively with Committee Staff Liaisons 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 Board of Trustees.
- 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.
- 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.
Condition of Employment: This is a sponsored program appointment. The duration of this appointment is subject to grant fund availability.
Collective Bargaining Unit (Non-Union): This position is not in the collective bargaining unit.
Employment Benefits: Selectee will be eligible for health benefits only.
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 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) 274-5020.
The University of the District of Columbia is an Equal Opportunity Employer.