Administrative Assistant II

Howard University College of Medicine; Washington (District of Columbia); On-site; USD 57,000 - 63,000; Full time

Benefits offered by this job

Health insurance

Dental & vision insurance

PTO & paid holidays

403(b) with company match

Tuition reimbursement

Job summary

Howard University is seeking an Office/Administrative Support professional to handle a variety of duties across departments. You will respond to inquiries, prepare documents, and manage data and communications with confidentiality and professionalism.

duties include coordinating workflow, scheduling, and ensuring timely dissemination of information to students and faculty. A strong command of MS Office and accurate data handling are essential for success.

Qualifications

• High School diploma or GED and 1-3 years of general work experience.
• AA/AS may be substituted for 4 years of required work experience.
• BA/BS may be substituted for up to 4 years of work experience.

Responsibilities

• Receive and screen calls and visitors; provide information on policies and procedures.
• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and minutes.
• Collect and organize data for reports and departmental activities.
• Process routine work orders, purchase requests, reimbursements, and other transactions per procedures.
• Maintain budgets and monitor expenditures; produce routine financial reports.

Skills

MS Word

MS Excel

MS PowerPoint

Oral & written communication

Office procedures

Data entry & basic arithmetic

Education

High School diploma or GED

AA/AS may substitute for 4 years experience

BA/BS may substitute for up to 4 years experience

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. The incumbent will apply specialized functional knowledge to independently analyze and respond to administrative matters within established limits. General direction and supervision is typically received from a department supervisor, manager, assistant/associate director or assistant/associate dean.

NATURE AND SCOPE

Internal contacts may include university administrators, faculty, staff, students, and student organizations. External contacts may include visitors, vendors, consultants, alumni, applicants, and members of the general public. The incumbent is expected to provide professional, courteous, and responsive customer service while maintaining confidentiality and exercising sound judgment.

PRINCIPAL ACCOUNTABILITIES

• Receive and screen telephone calls and visitors; assist visitors or callers by answering questions or providing information regarding office/department policies or procedures utilizing thorough knowledge of office operations; determine when referral to a supervisor, appropriate staff member, or other office is appropriate.
• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, meeting minutes, and other routine business documents.
• Collect, compile, and organize data for reports, projects, and departmental activities.
• Process routine work orders, purchase requests, supply orders, reimbursements, and other administrative transactions in accordance with established procedures.
• Receive, distribute, and track incoming and outgoing correspondence and departmental communications.
• Maintain and reconcile budgets for departmental accounts; monitor expenditures and perform simple analysis of accounts; prepare both special and recurring reports for supervisor and authorize payments within prescribed limits.
• Coordinate the workflow of the office.
• Implement office procedures and practices.
• Relay direction from supervisor to coordinate administrative procedures to department and/or among other offices.
• Answer inquiries on general and technical matters in accordance with established guidelines and forward other items to supervisor or appropriate staff.
• Compose correspondence, reports, or other documents from rough drafts, shorthand notes, or Dictaphone tapes using correct grammar, spelling, and punctuation.
• Schedule appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans.
• Ensure office staff is informed of new or revised procedures and any pertinent information regarding assigned function(s); updates related policy/procedure manuals.
• Arrange meetings, schedule conferences, facilities, and services as directed by supervisor; notifies attendees or participants of time and Place.
• Ensure timely dissemination of information to students and faculty through the design and maintenance of bulletin boards and electronic documents.
• Monitor and assist with the oversight of property management, security, safety, building maintenance services and related tasks as assigned and directed.

CORE COMPETENCIES

• Ability to develop and maintain 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.
• Knowledge of basic record-keeping procedures.
• 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 general public.

MINIMUM REQUIREMENTS

• High School diploma or GED and 1-3 years of general work experience.
• AA/AS may be substituted for 4 years of required work experience.
• BA/BS may be substituted for up to 4 years of work experience.
• 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 to be construed as a contract for employment.

Compliance Salary Range Disclosure Compensation Range: $57,272 - $63,000 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.

The university has the right to revise this position description at any time.

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.