Number of Vacancies: 1

Area of Consideration: Open to the Public

Position Status: Part-time, Regular

Pay Plan, Series & Grade: DS0095, Grade 9

Salary Range:  $28.26/Hour - $29.34/Hour

Closing Date: Open until Filled

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

Brief Description of Duties

The Administrative Specialist will assist the Office of the Dean of Academic Affairs in the University of the District of Community College (UDC-CC) in handling day to day administrative responsibilities. Incumbent will perform most of the assigned duties with a high degree of independence, professionalism, initiative, and efficiency, exercising judgment and attention to detail.

Essential Duties and Responsibilities

• Oversees all administrative processes for the Office of Academic Affairs and the Dean of Academic Affairs, chief academic officer for the Community College. This includes scheduling appointments, coordinating meetings, making travel arrangements, composing correspondence, and creating and managing data files and office records. Receives, screens, and routes all incoming telephone calls, emails, mail, and facsimile transmissions into the Office of Academic Affairs.
• Provides 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 the various projects and activities of the office and the Community College.
• 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.
• Develops and maintains tracking of all student contact via email and telephone, including all documents related to Change of Grades, Graduation Clearance forms and student course evaluations conducted each semester.
• Completes time and attendance documents for office staff and other duties related to this task. Assists with paperwork related to faculty hires and assists with managing faculty pay.
• Oversees the budgetary processes for the Office of Academic Affairs. 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.
• 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.
• Prepares and transmits university and program information to various requesters and maintains logs of the same.
• Provides back-up assistance, when necessary, to Program Manager and Administrative Specialist to Nursing, Allied Health and the Science regarding general faculty needs and concerns.
• Maintains confidentiality of faculty and student records.
• Serves as the liaison to the Office of the Chief Community College Officer to ensure conformity and consistency of communication between departments in the Community College.
• Provides back-up assistance, when necessary, to the program coordinators to assist with adjunct faculty general needs and concerns.
• Takes on increasing responsibilities as needed; performs other related duties as assigned.

Minimum Job Requirements

• Associate's degree required, bachelor's degree preferred
• Minimum of three years of experience in a comparable position

Information to Applicant

Collective Bargaining Unit (Union): This position is in the collective bargaining unit represented by AFSCME local 2087 and you may be required to pay an agency service fee through direct payroll deduction.

Employment Benefits: Selectee may be eligible for health insurance, annual (vacation) and sick leave.

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: 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 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 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 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/ .