Administrative Assistant III

Howard University Office Of Admissions Administrative Support

The purpose of this position is to perform a variety of advanced office/administrative support duties which require a thorough knowledge of functions within the Office of Admissions in the College of Medicine. This position may be responsible for communicating by phone or e-mail with stakeholders of the admissions office, monitoring supplies budgets and admissions office business affairs, student personnel matters, and interpreting policy and procedures. Incumbents typically work at a high degree of independence with general direction and supervision received from a department supervisor, director/manager, assistant/associate director or assistant/associate dean.

Principal responsibilities include:

• May assign and monitor student workers, as directed. Provides direction to clerical staff to coordinate administrative procedures within the department and/or among other offices.
• 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.
• Prepare confidential correspondence and reports. Determine and make needed corrections to produce error-free final copy. Assembles data and composes a variety of correspondence for the department.
• Implement and 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.
• Assist and prepare for events hosted by the Office of Admissions and the College of Medicine, per the direction of the Director of Admissions.
• Work directly with a wide variety of professional, technical, and/or supervisory staff to assist in general duties. Gather and compile statistics and other materials for various reports. Review and process a variety of forms both online and hard copy, such as personnel or purchase requests for orders and supplies.
• Manage office filing systems and files correspondence, and other items according to categorized order per direction from supervisor. Search files and other information sources to answer questions or assemble data for supervisor and other staff. Use automation to remind supervisor and others of scheduled events, deadlines, and other pending matters.
• Verify timecard entry for department when Admissions Officer is not available.
• Answer inquiries on general and technical matters in accordance with established guidelines and forward other items to supervisor or appropriate staff.
• Compose correspondence, e-mails, reports or other documents from rough draft, shorthand notes or Dictaphone tapes using correct grammar, spelling and punctuation.
• Participate in meetings and conferences pertinent to area of responsibility.
• Schedule appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans.
• Ensure office staff is informed of new or revised procedures and any pertinent information regarding assigned function(s); update related policy/procedure manuals.
• Arranges meetings, schedules conferences, facilities and services as directed by supervisor; notifies attendees or participants of time and place.
• Ensures timely dissemination of information to students and faculty through the design and maintenance of bulletin boards, e-mails, and electronic documents.
• Monitor and assist with the oversight of office management, security, safety, building maintenance services and related tasks as assigned and directed.

Minimum requirements include:

2-4 years of general work experience. BA/BS may be substituted for up to 4 years of work experience.

Compliance Salary Range Disclosure

Expected Pay Range: $49,674 - $54,641