"Administrative Staff Assistant"

Administrative Staff Assistant

Company:
University of the District of Columbia

Job Location:
Washington, 20008

Category:
Administrative Assistants

Type:
Full-Time

Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time, Regular

Salary Range: Up to $69,315.00

Closing Date: Open Until Filled

Location: 4200 Connecticut Ave NW, Washington, DC 20008

Brief Description of Duties

The purpose of this position within the Division of Arts & Humanities at the College of Arts & Sciences is to perform a variety of intermediate office/administrative support duties which require thorough knowledge of a function or functions within a department or work unit. The incumbent will apply specialized functional knowledge to independently analyze and respond to administrative matters within established limits. General direction and supervision are typically received from a department supervisor, manager, assistant/associate director, or assistant/associate dean.

Essential Duties and Responsibilities

Administrative and Academic Coordination (30%)

• Support the Division Chair in day-to-day operations, ensuring efficient communication, organization, and execution of division priorities.
• Coordinate course scheduling each semester, ensuring accurate entry of course offerings, instructor assignments, and classroom allocations.
• Monitor course enrollments and assist with schedule adjustments in collaboration with the Registrar and academic leadership.
• Manage adjunct faculty contracts, including preparation, processing, and tracking in alignment with university policies and timelines.
• Maintain accurate records of faculty workloads, teaching assignments, and enrollment data.
• Prepare division reports, correspondence, and documentation as requested by the Chair or Dean.

Creative and Digital Engagement (20%)

• Develop and manage digital platforms (e.g., website, social media, newsletters) to showcase faculty and student achievements, creative works, and division events.
• Collaborate with faculty and students to curate digital exhibitions, performances, and creative showcases.
• Produce multimedia and promotional content using digital tools (e.g., Adobe Creative Suite, Canva, or video editing software) to enhance the division's visibility.
• Partner with the University Communications Office to ensure brand consistency and strategic promotion of division initiatives.

Event and Program Support (20%)

• Coordinate division-sponsored events such as lectures, performances, readings, exhibits, and community partnerships.
• Support the planning and logistics of conferences, symposia, and special programs that promote the arts and humanities.
• Assist in developing digital archives or repositories to document and preserve division events and accomplishments.

Faculty and Student Support (20%)

• Serve as a point of contact for faculty, adjuncts, and students within the division.
• Support faculty in promoting scholarly and creative work through institutional and digital channels.
• Assist in student engagement initiatives that highlight experiential learning and artistic expression.

RELATED COMPETENCIES (10%)

• Maintain and reconcile budgets for departmental accounts; monitors expenditures and performs simple analysis of accounts; prepare both special and recurring reports for supervisor and authorize payments within prescribed limits.
• Relay directions from supervisor to coordinate administrative procedures to Program/-s and/or among other offices.
• Answer inquiries on general and technical matters in accordance with established guidelines and forward other items to the supervisor or appropriate staff.
• Ensure timely dissemination of information to students and faculty through the design and maintenance of bulletin boards and electronic documents.
• Monitor and assist with the oversight of property management, security, safety, building maintenance services, and related tasks assigned and directed.
• Monitor UDC email for program updates and information
• Attend, train, certify as is required professional development and/or University meetings

Minimum Job Requirements

• Bachelor's degree in Arts, Humanities, Digital Media, or related field required.
• Minimum two years of administrative experience in higher education or a related arts organization.
• Strong creative and digital media skills, including website and social media management.
• Excellent organizational, interpersonal, and communication skills.
• Committed to fostering respect, inclusion, and belonging among individuals from diverse backgrounds.
• Ability to manage multiple projects, meet deadlines, and collaborate effectively with faculty, students, and staff.
• Ability to work flexible hours, including evenings and weekends as needed.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher, Teams) and other relevant software.
• Highly organized, detail-oriented, and adaptable to changing priorities.
• Strong analytical, problem-solving, and decision-making abilities with sound judgment.
• Innovative, confident, and able to collaborate effectively across all organizational levels.
• Excellent written, verbal, and interpersonal communication skills.

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