Administrative Assistant III

https://hr.howard.edu/benefits-wellness
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JOB PURPOSE:

The purpose of this position is to perform a variety of intermediate office/administrative support duties which require a 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 is typically received from a department supervisor, manager, assistant/associate director or assistant/associate dean.

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 visitor or caller by answering questions or providing information regarding office/department policies or procedures utilizing thorough knowledge of office operations; determines when referral to supervisor, appropriate staff member or other office is appropriate.
• Prepare or direct preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation.
• Maintain and reconcile budgets for departmental accounts; monitors expenditures and perform simple analysis of accounts; prepare both special and recurring reports for supervisor and authorizes payments within prescribed limits.
• 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.
• Answer inquiries on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
• Provides clerical assistance such as keying and submitting course schedules, opening and distributing office mail and maintaining the mail room.
• Compose correspondence, reports or other documents (such as department meeting minutes) from rough draft, shorthand notes or zoom recording using correct grammar, spelling and punctuation.
• Schedule appointments such as, but not limited to department meetings, retreats, events 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.
• Oversee, maintain and update departmental files, email inbox, and website regularly throughout the year and annually.
• Arrange meetings, schedules conferences, facilities, and services as directed by supervisor; notifies attendees or participants of time and place.
• Planning all travel arrangements for department visitors, submitting, and maintaining department expense reports,
• Assist on ad hoc projects and other miscellaneous duties assigned by supervisors.
• Assist in research (such a literature search) and other editorial projects as needed.
• 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 as assigned and directed.
• Maintain supply inventory by checking stock to determine inventory level, anticipated needed supplies, placing and expediting orders for supplies.
• Ensures operation of equipment by completing preventive maintenance requirement, calling for repairs, and maintaining equipment inventory.

CORE COMPETENCIES:

• Ability to develop and maintain proficiency in the utilization of Microsoft
• Word, Excel, PowerPoint and related software applications to perform a variety of typing and/or project assignments.
• Knowledge of general office procedures and practices.
• Knowledge of basic record keeping procedures.
• Skill in basic arithmetic, grammar and spelling.
• Ability to effectively communicate orally and in writing.
• 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 4-6 years of general work experience.

AA/AS may be substituted for 2 years of required work experience. BA/BS may be substituted for up to 4 years work experience.

Compliance Salary Range Disclosure

Expected Pay Range: $24.03 - 26.44 per hour