Administrative Assistant

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.

At Howard University, we prioritize well-being and professional growth.

Here is what we offer: 

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match 
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us! 

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

BASIC FUNCTIONS:

The purpose of this position is to perform a variety of intermediate office and administrative support duties, including facilities and events management, at the Louis Stokes Health Sciences Library. This will require a thorough knowledge of general functions within the library. The incumbent will apply specialized functional knowledge to independently analyze and respond to administrative matters within established limits. General direction and supervision will be received from the Assistant Director of Operations and the Executive Director.

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 visitors or callers by answering questions or providing information regarding office/department policies or procedures utilizing a thorough knowledge of office operations; determine when to forward to supervisor, appropriate staff member, or other office is appropriate.
• Manage library room reservation calendar; input all information into calendar; determine reservation needs and requests and match with appropriate space; assist with arrangements for set-up, equipment, etc.
• Monitor and assist with the oversight of property management, security, safety, building maintenance services; document facility-related issues and report all building-related issues; coordinate services for cleaning and timely repairs for leaks, mold, HVAC, broken furniture, etc.; maintain facility services log.
• Act as the library liaison to the facilities and transportation departments.
• Maintain library stationery orders including business cards.
• Prepare both special and recurring reports for supervisor.
• 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 with time entry for department. Resolve inaccurate or incomplete time records with supervisors and/or employees.
• Assist in the posting and management of the library’s social media channels.
• Staff the Circulation desk as assigned; Assist patrons with finding materials; Answer inquiries on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
• Schedule appointments 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.
• Arrange meetings, schedule room reservations, testing facilities, and other services as directed by supervisor; notifies attendees or participants of time and place.
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