Administrative Coordinator

3 weeks ago

Washington, United States Howard University Full time

BASIC FUNCTION:
The purpose of this position is to provide executive-level administrative support to the National Executive Director and the Associate & Regional Director of the Howard University & PNC Center for Entrepreneurship (“HUxPNC Center”) and a variety of office management and operations work. This position may control office workflow and established office procedures in support of the HUxPNC Center. The incumbent typically works at a high degree of independence and uses initiative to carry out regular assignments in accordance with established policies and procedures. The incumbent in this job is expected to assist the HUxPNC Center in achieving its vision and mission of success and service to the University and community. A commitment to excellence, service, and a willingness to assist as needed are expectations for all employees.

SUPERVISORY ACCOUNTABILITY:
Responsible for orienting and training others and 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 include senior executives, administrators, faculty, staff, and students within the University. External contacts generally include a wide variety of executives, administrators, faculty, students, staff at other institutions of higher education and public and private sector organizations as well as vendors, consultants, visitors, and the general public.

PRINCIPAL ACCOUNTABILITIES:

- Control the workflow of the office. Implement office procedures and practices. Perform directives from supervisor to coordinate administrative procedures within department and/or among other offices.
- Manages the schedule, schedules meetings, and plans travel for the National Executive Director and the Associate & Regional Director.
- Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
- Maintain bookkeeping records of revenues and expenditures for department or school. Assign proper budget codes.
- Prepare requests for travel authorizations, services request, etc. Check records, meet with staff and resolve any differences with accounting.
- Perform data analysis of average difficulty using tables, graphs and basic statistics.
- Submit final reports to department administrators and/or managers.
- Responds to management and public requests for information and resolves politically sensitive issues.
- Supervise the scheduling of appointments, meetings, and conferences for department heads and/or other department staff as assigned.
- Coordinate logistics of all department events and meetings including travel and lodging arrangements, agendas, information packets, parking, amenities etc. and provide on-site guidance to visitors and guests for university related events.
- Record and maintain agenda and minutes from all division, department and faculty meetings and distribute them accordingly.
- Review catalogs and meet with vendors to order office supplies and equipment.
- Obtain bids and price quotes from vendors, monitor inventory of supplies.
- Create and manage office filing systems.
- Responsible for filing correspondence and other items accordingly.
- Receive, open and screen mail for the department.
- May assist in the completion of grant proposals for the department and divisions within the department.
- Process paperwork for the hiring of new salaried personnel and advises them concerning the University’s procedures.
- Perform other job-related duties as assigned.

CORE COMPETENCIES:

- Knowledge of administrative principles and practices.
- Advanced knowledge of office and administrative practices and principles.
- Knowledge of standard office equipment.
- Knowledge and skill in accounting and budgeting techniques and principles.
- Ability to communicate effectively orally and in writing with a diverse population.
- Must be detailed oriented and organized.
- Ability to exercise discretion and ensure a high-level of confidentiality.
- Ability to establish and maintain effective and harmonious work relations with faculty, staff, residents, students, and the general public.

MINIMUM REQUIREMENTS:
Bachelor’s degree in business administration or related field and 2-5 years of administrative experience. 10 years of related work experience may be substituted in lieu of educational qualifications.

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