Admin Assistant II

Howard University; Chauncey (GA); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health & Wellness

Work-Life Balance

Financial Wellness

Professional Development

Additional Perks

Job summary

Howard University’s Talent Acquisition team seeks an administrative professional to support the College of Pharmacy’s Dean’s office and international programs, performing clerical, secretarial and receptionist duties under general supervision. The role contributes to efficient department operations and professional growth.

Responsibilities include managing inquiries, calendars, requisitions, mail, and event setup, plus processing training certificates and student rotation documentation for

Qualifications

• High School diploma or GED and 4-6 years of general work experience.
• AA/AS may be substituted for 2 years of required work experience; BA/BS may be substituted for up to 4 years.

Responsibilities

• Provide general information in response to inquiries in person, via Microsoft Teams and email; refer highly analytical inquiries to immediate supervisors.
• Maintain contacts with internal and external vendors, consultants and the public.
• Create and submit requisitions for goods and services
• Maintains room reservations calendar and assists with College of Pharmacy event set up.
• Staff receptionist’s desk
• Assemble, distribute or mail applications, forms and general information requested by visitors, applicants, students or the public.
• Create and mail training certificates for all project training courses
• Prepare, submit and track documentation related to the operations of HUGIN, HUI, HUGISA, and PACE international programs
• Coordinates, monitors, and maintains water/cups for dispensers
• Receives, sorts, disseminates incoming mail, packages and notices; notifies recipients. Assures timely pick-up of outgoing mail.
• Initiates and completes student international rotation process.
• Prepares, submits, distributes, and maintains documentation related to student international rotations.
• Submits agreements and contracts in SCOUT for legal review.
• Maintaining and updating employee personnel data, grant expenses, consultant and vendor invoices, and fund requests.
• Collating and maintaining HUCOP International rotation files, including student forms, partnership databases, and rotation schedules.
• Preparing and assisting with settlement reports for PACE Center grants.
• Other duties as assigned.

Skills

Customer service

Communication

Time management

Multitasking

Problem solving

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Workday

Job description

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.

At Howard University, we prioritize well-being and professional growth.

Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

BASIC FUNCTION:

The purpose of this position is to perform a variety of intermediate office/administrative support duties which require a thorough knowledge of a function or functions within a department or work unit. Under general supervision, performs clerical/secretarial/receptionist work, involving responsibility, complexity and variety to support the College of Pharmacy’s Dean’s office and International Programs.

SUPERVISORY AUTHORITY:

None

NATURE AND SCOPE:

Internal contacts include administrators, faculty, students and staff of the department and University. External contacts include vendors, visitors and the public.

PRINCIPAL ACCOUNTABILITIES:

• Provide general information in response to inquiries in person, via Microsoft Teams and email; refer highly analytical inquiries to immediate supervisors.
• Maintain contacts with internal and external vendors, consultants and the public.
• Create and submit requisitions for goods and services
• Maintains room reservations calendar and assists with College of Pharmacy event set up.
• Staff receptionist’s desk
• Assemble, distribute or mail applications, forms and general information requested by visitors, applicants, students or the public.
• Create and mail training certificates for all project training courses
• Prepare, submit and track documentation related to the operations of HUGIN, HUI, HUGISA, and PACE international programs
• Coordinates, monitors, and maintains water/cups for dispensers
• Receives, sorts, disseminates incoming mail, packages and notices; notifies recipients. Assures timely pick-up of outgoing mail.
• Initiates and completes student international rotation process.
• Prepares, submits, distributes, and maintains documentation related to student international rotations.
• Submits agreements and contracts in SCOUT for legal review.
• Maintaining and updating employee personnel data, grant expenses, consultant and vendor invoices, and fund requests.
• Collating and maintaining HUCOP International rotation files, including student forms, partnership databases, and rotation schedules.
• Preparing and assisting with settlement reports for PACE Center grants.
• Other duties as assigned.

CORE COMPETENCIES:

• Skill in the operation of a variety of office machines including personal computers, telephones, fax machines and copiers.
• Ability to develop and maintain basic proficiency in the utilization of Microsoft Word, Excel, PowerPoint and related software applications to perform a variety of typing and/or project assignments.
• Knowledge of general office procedures and practices.
• Skill in basic arithmetic, grammar and spelling.
• Ability to effectively communicate orally and in writing.
• Ability to establish and maintain effective and harmonious work relations with faculty, staff, students and the public.

MINIMUM REQUIREMENTS:

• High School diploma or GED and 4-6 years of general work experience.
• AA/AS may be substituted for 2 years of required work experience. BA/BS may be substituted for up to 4 years work experience. Experience with Workday is desirable.

Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not be construed as a contract for employment.

Compliance Salary Range Disclosure

Compensation Range: $24/hr - $24/hr