Admin Assistant II

The Howard University; Washington (District of Columbia); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

PTO & holidays

Tuition reimbursement

Career development

Job summary

The Howard University in Washington, DC is seeking an experienced administrative support professional to join the Talent Acquisition team. The role involves receptionist duties, answering inquiries, coordinating documents, managing calendars, and supporting the College of Pharmacy's Dean's Office and International Programs.

You will handle requisitions, liaise with vendors, prepare training certificates, and assist with international rotations and program documentation.

Qualifications

• Requires general office/administrative support experience.
• Proficient in MS Office and email communication.
• Ability to handle inquiries and coordinate multiple tasks.

Responsibilities

• Provide general information in response to inquiries in person, via Teams and email.
• Maintain vendor contacts and external communications.
• Create and submit requisitions for goods and services.
• Manage the College of Pharmacy event setup and room reservations.
• Staff receptionist duties and front desk support.
• Distribute applications and information to visitors and applicants.
• Prepare training certificates for project courses.
• Prepare and track documents for international programs (HUGIN, HUI, HUGISA, PACE).
• Coordinate and maintain rotation files and partnerships.
• Prepare settlement reports for PACE Center grants.
• Other duties as assigned.

Skills

MS Teams

Vendor coordination

Requisition creation

Calendar management

Reception duties

Document handling

Training certificates

SCOUT contracts

Data entry

Education

High School diploma or GED

AA/AS substitution for 2 years experience

BA/BS substitution for up to 4 years experience

Workday experience desirable

Tools

Workday

Microsoft Word/Excel/PowerPoint

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