Executive Assistant

Howard University College of Medicine; Washington (District of Columbia); Hybrid; USD 80,000 - 85,000; Full time

Benefits offered by this job

Health insurance

PTO

Paid holidays

403(b) with company match

Tuition reimbursement

Job summary

Howard University is seeking an experienced administrative professional to support a department with independent work and supervisory duties. You will manage budgets, process personnel and financial documents, and prepare final reports while maintaining confidentiality.

The role requires strong MS Office skills, problem-solving abilities, and effective communication across diverse groups. A bachelor’s degree substitute is welcome with applicable experience.

Qualifications

• High School diploma or GED required; 2–4 years 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.
• Strong knowledge of office procedures and budgeting practices.

Responsibilities

• Directs the workflow of the office and develops procedures.
• Monitor and reconcile detailed budgets for various accounts.
• Enter personnel and financial documents in systems and prepare reports.
• Prepare confidential correspondence and manage data for supervisor.
• Coordinate meetings, travel itineraries and schedules for unit administrator.
• Perform other related duties as assigned.

Skills

Advanced knowledge of office practices

MS Word, Excel, PowerPoint, Access

Budgeting procedures

Problem solving

Discretion and confidentiality

Effective written and verbal comms

Interpersonal relations

Education

High School diploma or GED

AA/AS substituted for 4 years of experience

BA/BS substituted for up to 4 years of experience

Tools

MS Office Suite

Budgeting software

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

The purpose of this position is to perform a variety of advanced office/administrative support duties which require thorough knowledge of a function or functions within a department or work unit. This position may be responsible for monitoring budgets and business affairs, personnel matters and interpreting policy and procedures. Incumbents typically work at a high degree of independence with general direction and supervision received from a department supervisor, manager, assistant/associate director or assistant/associate dean.

SUPERVISORY ACCOUNTABILITY:

Responsible for orienting and training others, assigning and reviewing their work. May also be responsible for acting in a “lead” or “senior” capacity over other positions performing essentially the same work, or related technical tasks and reporting to a higher level on a formal basis.

NATURE AND SCOPE:

Internal contacts may include senior administrators, faculty, students and staff. External contacts may include vendors, consultants and the public.

PRINCIPAL ACCOUNTABILITIES:

• Directs the workflow of the office. Develops and implements officeprocedures and practices. May assign and monitor student workers, as directed. Provides directions to clerical staff to coordinate administrative procedures within the department and/or among other offices.
• Monitor or oversee the monitoring of a variety of account expenditures; maintain and reconcile detailed budgets for various accounts; advises and/or determines which expenditures are within the budget guidelines; inform management of irregularities and proceed with corrective action.
• Prioritize workload to meet work unit operations. Submit timecard data for department.
• Verifies leave time and total paid time for pay period. Resolve inaccurate or incomplete time record with supervisor and/or employees.
• Enter personnel and financial documents with related software applications. Perform data analysis of moderate difficulty using tables, graphs, basic statistics, and print final reports. Prepare visuals for presentations.
• Prepare confidential correspondence and reports. Determine and makes needed corrections to produce error-free final copy. Assembles data and composes a variety of correspondences for department.
• Design office filing systems and files correspondence, and other items according to categorized order. Search files and other information sources to answer questions or assemble data for supervisor and other staff.
• Use automation to remind supervisor and others of scheduled events, deadlines and other pending matters. Work directly with a wide variety of professional, technical and/or supervisory staff to assist in general duties. Gather and compiles statistics and other materials for various reports.
• Review and process a variety of forms both online and hardcopy such as personnel or purchase requests. Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
• Participate in meetings and conferences pertinent to area of responsibility. Prioritizes and arranges meetings, conferences and appointments for unit administrator; make necessary travel reservations and itineraries; determines and prepares background material needed.
• Perform other job-related duties as assigned.

CORE COMPETENCIES:

• Advanced knowledge of office and administrative practices and principles
• Skill in the operation of computers, related software applications (MS Word, Excel, PowerPoint and Access)
• Knowledge and skill in accounting and budgeting procedures and techniques
• Ability to solve problems and make decisions
• Ability to exercise discretion and ensure a high-level of confidentiality
• Ability to communicate effectively orally and in writing with a diverse population
• The ability to establish and maintain effective harmonious work relations with faculty, staff, students and the general public

MINIMUM REQUIREMENTS:

High School diploma or GED and 2-4 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 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 construed as a contract for employment.

Compliance Salary Range Disclosure Compensation Range:

$80,000 - $85,000 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.

EEO STATEMENT:

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.