Executive Administrative Coordinator

Executive Associate

Reporting to the President, the Executive Associate supports the coordination and advancement of the objectives aligned with the Office of the President (OP) and other executive-level UDC leaders. This position will help ensure operational efficiency and effectiveness within the Office of the President and will serve as a trusted adviser to institutional leadership. The Executive Associate will primarily support institutional communication, assist the OP in managing engagements, and ensure consistent messaging for UDC initiatives, goals, and objectives. The Executive Associate performs a wide range of complex administrative duties in a challenging fast-paced environment. Serves as resource and key point of contact to the President's Cabinet, campus leaders, constituents, and community representatives. Provides coordination and liaison with senior executive officers on any matter of interest to the Office of the President.

Essential Duties and Responsibilities:

• Manage Executive Operations, Scheduling, and Strategic Support (40%)
• Coordinate and manage the President's calendar, appointments, meetings, speaking engagements, conferences, interviews, and special events.
• Prepare briefing materials, agendas, background information, attendee biographies, and supporting documentation to support informed decision-making and effective participation.
• Coordinate travel arrangements and related logistics, including itineraries, transportation, lodging, travel documentation, and meeting materials.
• Resolve scheduling conflicts, anticipate needs, and adjust priorities to support the effective operation of the Office of the President.
• Coordinate Executive Communications, Correspondence, and Stakeholder Engagement (30%)
• Review, proofread, format, and coordinate executive correspondence, reports, presentations, memoranda, invitations, and other official communications.
• Evaluate and prioritize incoming inquiries, correspondence, invitations, and requests, recommending appropriate actions and preparing responses for review and signature.
• Support engagement with internal and external stakeholders, including academic leadership, faculty, staff, students, government officials, community partners, and other constituents, ensuring professional and responsive communication on behalf of the Office of the President.
• Support Administrative, Fiscal, and Institutional Operations (20%)
• Provide administrative support for budget-related activities, travel authorizations, expense reconciliation, records management, and other operational processes.
• Track and maintain contracts, memoranda of understanding, memoranda of agreement, cooperative agreements, and related institutional documents.
• Monitor deadlines, approvals, renewals, and status updates to support compliance, accountability, and operational continuity.
• Support Strategic Initiatives, Continuous Improvement, and Other Duties as Assigned (10%)
• Support the implementation of office priorities, special projects, strategic initiatives, and administrative improvements that advance the mission and goals of the University.
• Maintain and update office procedures, contribute to service excellence initiatives, and support evolving operational needs.

Minimum Job Requirements:

Bachelor's degree required; Master's degree preferred. At least five years of experience directly related to the duties and responsibilities specified. Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year-for-year basis.

Employment Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the University of the District of Columbia' s retirement plan (TIAA).

Equal Opportunity Employer: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the University of the District of Columbia does not discriminate on the basis of actual or perceived actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business, or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations. Sexual harassment is a form of sex discrimination which is also prohibited by the Act. In addition, harassment based on any of the above protected categories is prohibited by the Act. Discrimination in violation of the Act will not be tolerated. Violators will be subject to disciplinary action.

Veterans Preference: Applicants claiming veterans preference must submit official proof at the time of application. Visa Sponsorship: At this time, the University of the District of Columbia does not provide sponsorship for visas (e.g. H-1B). This position is also ineligible for Optional Practical Training (OPT). Residency Preference: A person applying for a position who is a bona fide District resident at the time of application for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency on or before the effective date of the appointment and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of any criminal drug statute occurring in the workplace. Background Investigation: Employment with the University of the District of Columbia is contingent upon a satisfactory background investigation. The determination of a "satisfactory background investigation" is made at the sole discretion of the University of the District of Columbia. The University may refuse to hire a finalist, rescind an offer of employment to a finalist or review and may terminate the employment of a current employee based on the results of a background investigation.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, if selected for employment a UDC application will be required. Job Offers: Official Job Offers are made by the University of the District of Columbia, Office of Human Resources only.

Contact Information: All inquiries related to employment and job applications should be directed to UDC Office of Human Resources at View phone number on click.appcast.io.