Number of Vacancies: 1

Area of Consideration: Open To The Public 

Position Status: Full-Time, Regular 

Pay Plan, Series & Grade: DS0058/6 

Salary Range: $63,294 - $83,033

Closing Date: Open Until Filled

Location: 4200 Connecticut Ave NW, Washington, DC 20008

Brief Description of Duties

The incumbent functions as Executive Secretary to the Board of Trustees. The primary responsibility of this position is to serve the Board. The Executive Secretary is the official liaison for the University Board of Trustees and its members. The incumbent will provide varied legal secretarial and office administrative assistance for the Board of Trustees.  In addition, the incumbent will prepare and maintain files and other legal materials for Board meetings and have regular contact with a variety of District staff, representatives of various outside agencies, firms, in circumstances where tact and discretion are important. This position works under the general direction of the President of the University of the District of Columbia and day-to-day supervision by the Chief of Staff.

Essential Duties and Responsibilities

• Manage all incoming and outgoing correspondence and documents to be considered by the Board and/or committee member inclusive of drafting internal and external responses to inquiries.
• Schedules board meetings dates, travel and lodging arrangements for board members, and plans meeting details with the assistance of the Administrative Officer in the Office of the President.
• Works with the Chief of Staff to ensure all board materials (agenda, resolutions, etc.) are prepared and distributed to board members timely for committee and board meetings.
• Ensures that minutes and other records are accurate, concise and well written. Further, the secretary must devise and oversee a system to index these records properly and store them safely while ensuring that they are readily available when questions regarding board action or background information arise.
• Coordinates with the Chairman of the Board a formal orientation program that includes a campus tour and meetings with the president, senior administrators, the faculty senate chair or comparable faculty leaders, student leaders and trustees. Equally important, the board secretary should be thoroughly knowledgeable about the institution so he or she can respond to the inevitable unexpected question.
• Provides Trustees with information on higher education issues and alerts them to relevant meetings and workshops conducted by higher education associations.
• Serves a pivotal role in keeping the lines of communication open among board members, between individual trustees and the chief executive or senior administrators, and when appropriate, between the board and other campus constituents. In carrying out this responsibility, the board secretary must use good judgment and tact in determining what information should be shared.
• Ensures campus-based information is distributed to the Board of Trustees from a variety of sources, including faculty, staff, students and periodic mailings from the office of the president and senior administrators. The Board secretary also monitors the flow of information from trustees to the campus – most typically, individual requests about campus programs, activities and events.
• Ensures responses to FOIA requests, questions regarding board action and/or background information are satisfied and readily available.
• Monitors pending or tabled items and puts them on meeting agendas.
• Holds the institution’s seal for use on official documents to attest to board actions for external organizations.
• Ensures compliance of Board guidelines for public notification of Board and Committee meetings as well as the collective bargaining agreement notification requirements for Board and Committee meetings.
• Responsible for all financial management and reporting for Board of Trustees accounts.
• Performs other related duties as assigned.

Minimum Job Requirements

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).

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 veterans 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 position is also ineligible for Optional Practical Training (OPT).

Residency Preference: A person applying for a position who is a bona fide District resident at the time of application for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency on or before the effective date of the appointment and maintain such residency for 7 consecutive years from the effective date of the appointment. 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 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/ .