Administrative Staff Assistant

Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time Regular

Pay Plan Series & Grade: DS0095/ 11

Salary Range: Up to $69315.00

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.

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 divisions 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

• Bachelors 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.

Information to Applicant

Collective Bargaining Unit (Union): This position is in the collective bargaining unit represented by AFSCME local 2087 and you may be required to pay an agency service fee through direct payroll deduction.

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 intra family 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 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 Talent Management only.

Contact Information: All inquiries related to employment and job applications should be directed to UDC Office of Talent Management at .

The University of the District of Columbia is an Equal Opportunity/Affirmative Action institution. Minorities women veterans and persons with disabilities are encouraged to apply. For a full version of the Universitys EO Policy Statement please visit: .