Number of Vacancies: 1

Area of Consideration: Open to the Public

Employment Status: Full Time, Temporary

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

Salary Range: $19.02 - $24.91

Closing Date: Open Until Filled

Location: 801 North Capitol Street, NE, Washington, DC  20002


Brief Description of Duties

The Administrative Specialist will assist the Office of the Dean of Student Achievement in the Community College in handling day-to-day administrative responsibilities. Incumbent will perform the majority of assigned duties with a high degree of independence, professionalism, initiative, and efficiency, exercising judgment and attention to detail.

Essential Duties and Responsibilities

1. Oversees all administrative processes for the Office of Student Achievement and the Dean of Student Achievement. This includes scheduling appointments, coordinating meetings, making travel arrangements, composing and handling correspondence, creating and managing data files and office records, and managing timekeeping for the office,.

2. Receives, screens, and routes all incoming telephone calls, emails, mail, and facsimile transmissions into the Office of Student Achievement.

3. Provides office management to coordinate work flow 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 the various projects and activities of the office and the Community College.

4. Develops practical solutions (troubleshooting) for office management including issues related to the Community College and all offices that report to the Dean of Student Achievement.

5. 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.

6. Completes time and attendance documents for office staff and other duties related to this task. Assists with paperwork related to staff hires.

7. Oversees the budgetary processes for the Office of Student Achievement. Handles office purchasing. Maintains the office purchase card orders supplies and equipment as needed. Responsible for entering requisitions into the university purchasing system. Contacts vendors to ensure delivery of goods and services. Processes the payment of invoices, contracts and renewals in the university finance system as required.

8. Provides support in the research, collection and compilation of accurate internal and external information from a wide variety of electronic, print, audio-visual, and other media necessary for each function, including but not limited to: computerized data sets; Internet resources; university administrative and academic support records; educational, professional and trade associations; higher education institutions and interest groups, government information repositories and others.

9. Assists with the various projects and activities of the office and the Community College; i.e. to name a few, SGA, PTK, SENSE/CCSE surveys, orientation/registration, All College Assemblies, staff meetings, Career Fairs.

10. Prepares and transmits university and program information to various requesters and maintains logs of the same.

11. Provides back-up assistance, when necessary, to the Office of Student Achievement receptionist area and serves as liaison to the Office of the CEO to ensure conformity and consistency of communication between departments in the Community College

12. Maintains confidentiality of all staff and student records.

13. Takes on increasing responsibilities as needed; performs other related duties as assigned.

Minimum Job Requirements

1. Associate’s degree required; Bachelor’s degree preferred.

2. At least three years of experience in a comparable position.

Information to Applicant

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: Depending upon length of appointment, selectee may or may not be eligible for full benefits such as 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).

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 veteran's preference must submit official proof at the time of application.

Visa Sponsorship: At this time, the University of the District of Columbia does not provide sponsorship for visas (e.g. H-1B). This job is also ineligible for Optional Practical Training (OPT).

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 Talent Management only.

Contact Information:  All inquiries related to employment and job applications should be directed to UDC Office of Talent Management 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: https://www.udc.edu/human-resources/equal-opportunity/ .