Executive Assistant

Hastings Center, Inc.; Washington; On-site; USD 30,307 - 33,062; Full time

Benefits offered by this job

Health & dental insurance

Paid time off

Paid holidays

403(b) with company match

Tuition reimbursement

Career advancement

Commuter benefits

Wellness programs

Job summary

Howard University invites applications for an Administrative/Program Coordinator in the Office of Faculty Affairs and Professional Development. The role coordinates administrative operations, faculty appointment processes, data management, and committee support to advance faculty lifecycle activities.

The incumbent collaborates with the Provost’s office, HR, and academic departments, maintaining dashboards, preparing reports, and supporting professional development logistics.

Qualifications

• Bachelor's degree preferred; three years of relevant administrative experience.
• Experience coordinating complex workflows, tracking deadlines, preparing reports, and supporting committees.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, and PowerPoint.
• Willingness to learn institutional systems such as Workday, Faculty Success, Interfolio.
• Ability to handle confidential information with discretion.
• Experience in higher education or faculty affairs preferred.

Responsibilities

• Coordinate faculty appointment, reappointment, promotion, and tenure processes with the Provost, HR, departments and college leadership.
• Prepare, collect, review, track, and submit APT materials and related documents.
• Attend APT meetings and provide admin support including agendas, minutes, and records.
• Maintain faculty lifecycle tracking tools and dashboards reflecting activity and metrics.
• Verify and update faculty data across systems; resolve discrepancies with departments.
• Help implement initiatives to improve communication and workflow.
• Generate routine and ad hoc reports; maintain SOPs and communications.
• Provide administrative support for faculty development events.
• Respond to routine inquiries and route complex matters as needed.

Skills

Coordinating complex workflows

Communication

Discretion & confidentiality

Attention to detail

Microsoft Office

Problem solving

Organization

Education

Bachelor's degree

Tools

Microsoft Word

Excel

Outlook

Teams

PowerPoint

Workday

Interfolio

Job description

## Administrative/Program CoordinatorApplylocations: Seeley G. Mudd Building (College of Medicine)time type: Full timeposted on: Posted 3 Days Agojob requisition id: JR108307The 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 incumbent will coordinate administrative operations, faculty affairs workflows, data management, committee support, and professional development logistics for the Office of Faculty Affairs and Professional Development. The incumbent supports the Associate Dean for Faculty Affairs and Professional Development in managing the faculty lifecycle, including appointments, onboarding, reappointments, promotion and tenure, faculty activity tracking, reporting, and related College-level processes. The position requires frequent coordination with the Office of the Provost, Human Resources, academic departments, faculty, senior administrators, and institutional partners.# **SUPERVISORY ACCOUNTABILITY:**Involves no responsibility or authority for the direction of others.**NATURE AND SCOPE:** Internal contacts include senior administrators, faculty, students and Staff and offices responsible for faculty systems and institutional reporting. External contacts may include vendors, consultants and partners supporting faculty affairs operations, data systems, or faculty development activities.# **PRINCIPAL ACCOUNTABILITIES:*** Serve as a key operational liaison for the Office of Faculty Affairs, helping ensure that faculty affairs processes are timely, accurate, confidential, and aligned with College and University requirements.* Coordinate faculty appointment, reappointment, promotion, tenure (APT), and related personnel action workflows in collaboration with the Office of the Provost, Human Resources, academic departments, faculty, and College leadership.* Support the preparation, collection, review, tracking, and submission of faculty APT materials-- dossiers, CVs, letters, evaluations, recommendations, routing forms, and required institutional documents.* Attend College-level APT meetings and provide administrative support for the committee and the Associate Dean, including agendas, schedules, secure materials, attendance records, minutes, vote records, action item summaries, and follow-up documentation.* Manage and update faculty lifecycle tracking tools and dashboards reflecting faculty activity, appointments, promotion status, teaching, scholarship, grants, service, mentoring, leadership roles, CME contributions, and other metrics relevant to institutional reporting and faculty advancement. Track retirements, separations, and other lifecycle events.* Verify and update faculty data across institutional systems and platforms; identify missing or inconsistent information and coordinate with faculty or departments to resolve discrepancies.* Help implement new initiatives that improve communication and workflow.* Generate routine and ad hoc reports for the Associate Dean, maintain standard operating procedures, forms, dashboards, and faculty affairs communications.* Provide occasional administrative and logistical support for faculty development events.* Respond to routine inquiries from faculty, departments, committee members, and institutional offices; route complex or sensitive matters to the Associate Dean or appropriate office.* Perform other related duties as assigned.**CORE COMPETENCIES:** * Ability to coordinate complex administrative workflows, track multiple deadlines, and maintain accurate records across several offices and systems.* Strong written and oral communication skills, including the ability to prepare professional correspondence, minutes, reports, forms, and meeting materials.* High level of discretion, sound judgment, and confidentiality in handling faculty personnel matters and committee records.* Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, shared drives, and related software applications; ability to develop proficiency in institutional systems and databases.* Ability to learn and support use of systems such as Workday, Faculty Success, Interfolio, dashboard tools, or similar platforms used for faculty affairs, HR, or institutional reporting.* Strong attention to detail, organization, follow-through, and ability to reconcile data, identify discrepancies, and resolve routine workflow issues.* Ability to establish and maintain effective working relationships with faculty, department chairs, senior administrators, staff, committee members, and institutional partners.* Professional, service-oriented approach to faculty affairs operations and faculty development activities.* Skill in the operation of a variety of office machines including personal computers, telephones, fax machines and copiers.**MINIMUM REQUIREMENTS:*** Minimum Bachelor’s degree preferred.* At least three years of progressively responsible administrative, coordinator, project support, academic office, faculty affairs, human resources, or executive administrative experience.* Experience coordinating complex workflows, tracking deadlines, preparing reports, maintaining records, and supporting committees, leadership, or cross-office administrative processes.* Demonstrated proficiency with Microsoft Office applications: Word, Excel, Outlook, Teams, and PowerPoint.* Demonstrated ability and willingness to learn institutional systems such as Workday, Faculty Success, and external dashboards such as Interfolio or similar platforms.* Ability to manage confidential information with discretion and professionalism.* Strong organizational, writing, communication, problem-solving, and follow-through skills.* Experience in higher education, academic medicine, faculty affairs, human resources, or a university setting is preferred.**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 should not be construed as a contract for employment.**Compliance Salary Range Disclosure****Compensation Range:** $22/hr - $24.04/hr### About UsHoward 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.**