Admin Assistant II

HU101 The Howard University; United States; On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Paid time off

403(b) with company match

Tuition reimbursement

Career development

Commuter benefits

Job summary

Howard University’s College of Pharmacy seeks an experienced administrative professional to support the Dean’s Office and International Programs. The role handles inquiries, receptionist duties, and calendar/event coordination.

The position coordinates requisitions, maintains program documentation, and assists with international rotations and partner agreements, including SCOUT submissions and vendor communications.

Qualifications

• High school diploma or GED with 4–6 years of general work experience.
• AA/AS may substitute for 2 years; BA/BS may substitute for up to 4 years.
• Experience with Workday desirable.

Responsibilities

• Provide general information in response to inquiries in person, via Microsoft Teams and email.
• 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.

Skills

Office machines

Microsoft Word/Excel

General office procedures

Communication skills

Education

High School diploma or GED

BA/BS degree substitution

Tools

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: $21/hr - $24/hr

Howard University is a comprehensive, research-oriented, historically Black private university providing an educational experience of exceptional quality to students of high academic potential with particular emphasis upon the provision of educational opportunities to promising Black students. Further, the University is dedicated to attracting and sustaining a cadre of faculty who are, through their teaching and research, committed to the development of distinguished and compassionate graduates and to the quest for solutions to human and social problems in the United States and throughout the world.

Howard University does not discriminate on the basis of race, color, national and ethnic origin, sex,sexual orientation,gender or gender identity, marital status, religion, disability or protected veterans status. Veterans and people with disabilities are encouraged to apply. Inquiries regarding provisions for persons with disabilities or veterans status, Equal Employment Opportunity and Title IX should be directed to the Office of Employee Relations and Equal Employment Opportunity at 202-806-1280. 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.

This position description is not be construed as a contract for employment.