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Administrative Assistant

3 months ago

Washington, Washington, D.C., United States Howard University Full time

BASIC FUNCTIONS:

SUPERVISORY AUTHORITY:
Has responsibility or authority which is limited to the direction of student or temporary workers.

NATURE AND SCOPE:


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


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 a thorough knowledge of office operations; determine when to forward to supervisor, appropriate staff member, or other office is appropriate.
  • Manage library room reservation calendar; input all information into calendar; determine reservation needs and requests and match with appropriate space; assist with arrangements for setup, equipment, etc.
  • Monitor and assist with the oversight of property management, security, safety, building maintenance services; document facilityrelated issues and report all buildingrelated issues; coordinate services for cleaning and timely repairs for leaks, mold, HVAC, broken furniture, etc.; maintain facility services log.
  • Act as the library liaison to the facilities and transportation departments.
  • Maintain library stationery orders including business cards.
  • Prepare both special and recurring reports for supervisor.
  • Coordinate the workflow of the office. Implement office procedures and practices. May assign and monitor student workers, as directed. Relay direction from supervisor to coordinate administrative procedures to department and/or among other offices.
  • Assist with time entry for department. Resolve inaccurate or incomplete time records with supervisors and/or employees.
  • Assist in the posting and management of the library's social media channels.
  • Staff the Circulation desk as assigned; Assist patrons with finding materials; Answer inquiries on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
  • Schedule appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans.
  • Ensures office staff is informed of new or revised procedures and any pertinent information regarding assigned function(s); update related policy/procedure manuals.
  • Arrange meetings, schedule room reservations, testing facilities, and other 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.
  • Assist the Assistant Library Director and Librarians with special projects, as needed; related tasks as assigned and directed.

CORE COMPETENCIES:

  • Basic project management experience used in the general operations of an office environment.
  • Knowledge or experience with Workday Management system (preferred). Experience with scheduling for individuals and a department. Ability to adapt to and learn library databases and programs (including webbased systems).
  • Knowledge of general office procedures and practices.
  • Knowledge of basic record keeping procedures. Solid business writing skills.
  • Ability to effectively communicate orally and in writing.
  • Experience with developing social media content and managing social media channels (preferred).
  • 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 5 years of general work experience. College degree preferred. AA/AS may be substituted for 3 years of required work experience. BA/BS may be substituted for up to 2 years work experience.