Executive Assistant

Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time, Regular

Pay Plan, Series & Grade: DS0058/7

Salary Range: $59,460- $80,117

Closing Date: Open until Filled

Location: 4200 Connecticut Avenue NW, Washington, DC 20008

Brief Description of Duties

The incumbent works under the direction of the Chief Student Development and Success Officer, performs a wide range of administrative functions in support of the Chief and associated with managing the day-to-day operation of the Chief's office. Incumbent is expected to perform assigned duties with a high degree of independence, confidentiality, professionalism, initiative and efficiency, exercising good judgment and paying attention to detail.

Essential Duties and Responsibilities

• Service as the liaison for Chief for Student Development to departmental (internal) division heads

• Provides administrative assistance on student affairs matters upon request.

• Exercise discretion and takes independent action on behalf of the Chief on routine matters or in emergency situations.

• Responsible for review of the process for compliance and subsequent recommendation to the Chief on grievances which reach the office for resolution.

• Coordinates and manages the schedule and calendar of the Chief , proofreads correspondence that come into the office, takes responsibility for accuracy of the final product by reviewing and critiquing material and handles other critical administrative tasks.

• Manages and oversees all workflow in and out of the Division of Student Development and Success ensuring deadlines are being met. Screens, organizes and prioritizes incoming calls and correspondence and responds independently when appropriate

• Supervise and ensures payment to student workers and other temporary staff in administrative duties for the department.

• Serve as timekeeper for the Division of Student Deveolpment and Success.

• Assists and participates in organizational meetings held with university staff and officers.

• Responsible for making arrangements for meeting-related logistics including identifying meeting locations, preparing reference materials, and set-up of audio visual equipment.

• Determines fund availability and prepares requisitions for the department. Processes documents following procurement procedures and by using check requests.

• Works with Chief Financial Officer's team consisting of the CFO, the Deputy CFO and key individual in finance, budget and procurement to process needed documents for the Division of Student Development and Success.

• Creates or utilities existing financial software to maintain departmental financial records.

• Researches, reviews and summarizes and writes miscellaneous reports and documents; prepares background documents as necessary

• Maintains a variety of correspondence and records including letters and letter drafts from the Division of Student Development , memoranda, time and attendance reports, travel preparations, personnel actions, purchase requests, etc.

• Responsible for the coordination of interaction between outside agencies (i.e. task force, D.C. agencies) and the university. Also, identifies appropriate university personnel, reports, records and facilities to accommodate the needs of visiting outside entities.

• Performs other related duties as assigned

Minimum Job Requirements

• Bachelor's degree required.

• At least three (3) years of relevant experience required.

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 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) 274-5380.

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/ .