Executive Assistant

Howard University; Washington (District of Columbia); On-site; USD 50,000 - 72,000; Full time

Benefits offered by this job

Health insurance

Paid time off

403(b) with company match

Tuition reimbursement

Commuter benefits

Job summary

Howard University is seeking an Administrative Assistant III to provide advanced administrative support to the Chair of the Ophthalmology Department, coordinating clinical, academic, and research activities. The role involves managing correspondence, confidential records, and assisting with faculty evaluations and budget reports.

Responsibilities include coordinating meetings, preparing presentations, and supporting CME conferences, while maintaining vendor relationships and handling general

Qualifications

• 2–4 years of general work experience.
• High school diploma or GED required.
• AA/AS may substitute for 4 years of required work experience.
• BA/BS may substitute for up to 4 years of work experience.

Responsibilities

• Compose and prepare correspondence; assist in writing manuscripts, grants, questionnaires, journal reviews, presentations, reports, and memos for the Chair’s review.
• Read all emails and coordinate office communications, ensuring openness and accuracy.
• Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
• Represent the Chair in meetings, take dictation, minutes, and notes; prepare final copies for review and arrange department meetings.
• Create graphic brochures, posters, signs, labels, newsletters, invitations, and presentation slides.
• Assist the Chair with activities relating to the College of Medicine, the Hospital, and the University.
• Assist with faculty and staff evaluations and recommendations.
• Support departmental development projects and continuing medical education conferences.

Skills

Office administration

Communication

Time management

Confidentiality

Education

High school diploma

AA/AS may substitute for experience

Tools

MS Word

Excel

PowerPoint

Access

Job description

Administrative Assistant III – Overview

The Administrative Assistant III provides advanced administrative support to the Chair of the Ophthalmology Department, ensuring smooth coordination of clinical, academic, and research activities. Responsibilities include managing correspondence, communications, confidential records, and assisting the Chair with faculty evaluations, departmental projects, and budget reports.

Nature and Scope

Internal contacts: senior administrators, faculty, physicians, students, and staff. External contacts: vendors, consultants, and the public.

Principal Accountabilities

• Compose and prepare correspondence; assist in writing manuscripts, grants, questionnaires, journal reviews, presentations, reports, and memos for the Chair’s review.
• Read all emails and coordinate office communications, ensuring openness and accuracy.
• Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
• Represent the Chair in meetings, take dictation, minutes, and notes; prepare final copies for review and arrange department meetings.
• Create graphic brochures, posters, signs, labels, newsletters, invitations, and presentation slides.
• Assist the Chair with activities relating to the College of Medicine, the Hospital, and the University.
• Assist with faculty and staff evaluations and recommendations.
• Support departmental development projects and continuing medical education conferences.

Human Resources Administrative Responsibilities

• Facilitate and compile new‑hire documents.
• Prepare and compile faculty appointment/re‑appointment documents.
• Maintain attending physicians’ on‑call schedule.
• Coordinate physician attendance at community health fairs.
• Submit physician leave slips and license status information.
• Assist and submit attending physicians’ OPPE and FPPE forms.
• Coordinate performance evaluations for attending and staff.
• Submit attending physicians’ clinic or private schedule changes.
• Coordinate work requests for facility maintenance or housekeeping.

CME Symposium Responsibilities

• Coordinate annual Alumni, Founders Day, and Glaucoma symposia.
• Arrange guest lecturers’ travel.
• Prepare and submit documentation for CME accreditation.
• Submit grant applications and symposium expenses.

Medical Student Clerkship Responsibilities

• Coordinate medical student rotation schedules.
• Assist the clerkship director with student evaluations.
• Order plaques and process check requests for ophthalmology honors recipients.

General Administrative Responsibilities

• Develop department budget and proposals; prepare annual and operational reports for the Chair’s approval.
• Schedule meetings for the Chair.
• Submit external and internal letters, memos, and forms for attending physicians.
• Facilitate computer and printer issues for attending physicians and staff.
• Manage office supplies and submit equipment requests.
• Maintain vendor relationships and contracts for hardware, software, equipment, and services.
• Coordinate purchase and maintenance of equipment and licensing agreements.

Other Duties

• Coordinate annual departmental fundraiser.

Benefits

• Health & wellness: comprehensive medical, dental, vision insurance, and mental health support.
• Work‑life balance: paid time off, 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 culture.

Core Competencies

• Advanced knowledge of office and administrative practices.
• Proficiency with computer applications (MS Word, Excel, PowerPoint, Access).
• Problem‑solving and decision‑making skills.
• Discretion and confidentiality management.
• Effective oral and written communication with diverse populations.
• Ability to establish harmonious work relations with faculty, physicians, staff, students, and the general public.

Minimum Requirements

• High school diploma or GED and 2‑4 years of general work experience.
• AA/AS may substitute for 4 years of required work experience.
• BA/BS may substitute for up to 4 years of work experience.