Administrative Coordinator: Phd Program

4 weeks ago

Washington, United States Howard University Full time

JOB PURPOSE:
Provides a variety of office management and administrative support for a department or specific program in the school. The incumbent serves as a liaison between director, faculty, and students. The position generally reports to a department manager, assistance or associate director, assistant or associate dean or other team administrator.

SUPERVISORY AUTHORITY:
The position is responsible for training others in program guidelines and answering internal and external inquiries about the program. Supervises assigned graduate assistants.

NATURE AND SCOPE:
The duties will include, but not be limited to: providing high level administrative support to the director of PhD program, and general administrative support to the PhD faculty and committee. administrative support to the PHD Faculty and Committee. The Administrative Coordinator will assist in the preparation of student orientations, presentation, marketing materials, publications, event planning and preparation, communicating with grantees, and responding to student and general inquiries. Internal contacts include faculty, staff, and students at the University. External contacts are with social work programs and organizations.

PRINCIPAL ACCOUNTABILITIES:

- Assists in coordinating activities of the PhD program including recruitment, registration, record keeping, program planning, community-based outreach, meeting setup, and general administration.
- Researches, collects, and prepares background information and data to assist in decision making.
- Assists with faculty and/or staff with recruitment and student success.
- Assists with developing and administering marketing/public relations campaigns including brochures, displays, and formal presentations.
- Initiates processes that are part of the regular cycle for recruitment, admissions, matriculation, and program completion.
- Support student registration activities and program information on curricular status including transcripts and other records.
- Control the workflow of the office and implement office procedures and practices.
- Supervise and schedule appointments the program director and student academic advisors.
- Drafts, proofreads, edits materials, reports, meeting minutes, notes, and other communications.
- Assists with ordering and purchasing program supplies; maintaining and updating alumni database.
- Assists with developing and updating program website.
- Assists with the coordination of the Program’s seminars, workshops, travel arrangements, special projects, and/or events; may coordinate programs/project development planning.
- Assists in coordinating administrative support functions for program activities including marketing campaigns, data entry, word processing, typing of grants, reports, correspondence, and answering telephones (as needed).
- Performs other related duties as assigned.

CORE COMPETENCIES:

- Advanced knowledge of word processing, spreadsheets, database programs, and presentation software as well as internet searches.
- Excellent communication and writing skills including the use of technology and social media.
- Ability to exercise discretion at a high level.
- Ability to develop action plans in resolving and implementing organizational and operational problem goals.
- Ability to plan and prioritize activities in an office setting.
- Ability to work in small, lively office environment and meaningfully contribute to team projects.
- Competence in both oral and written English to communicate in a clear and concise manner.
- Ability to establish and maintain effective and harmonious work relations with faculty, staff, students, and the community.

MINIMUM REQUIREMENTS:
Bachelor’s Degree required and relevant 3-6 years of experience. 11 years of related work experience may be substituted in lieu of educational qualifications.

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