Administrative Assistant

OVERVIEW: The Laurent Clerc National Deaf Education Center at Gallaudet University is a federally funded center with exemplary elementary and secondary education programs for deaf and hard of hearing students and is tasked with developing and disseminating innovative curricula, instructional techniques, and products nationwide while providing information, training, and technical assistance for parents and professionals to meet the needs of deaf and hard of hearing students from birth to age 21.

 

Job Title:

Administrative Assistant

Worker Type:

Regular

 

Pay Type:

Hourly

 

Exempt Status:

No

 

Compensation Grade (Track/Level):

CS3

 

Hiring Range (Commensurate with experience and qualifications):

 

Salary Ranges (All Compensation Grades):

Clerc Center

 

Supervisory Organization (Department):

National Programs and Outreach - EI

 

Summary:

Reporting to the Director of National Programs and Outreach, the Administrative Assistant provides support to the daily administrative operations of the Office of National Program and Outreach.

 

Job Description:

• Coordinates daily administrative support operations of the Office of the NPO and A&O;  ensures efficiency and excellence in the day-to-day administrative needs by overseeing department-wide systems and by providing support to the Directors and team members; coordinates communication efforts for the directors of the departments; and provides high-level assistance to the Directors by working with them in planning, project management, calendar management and preparation for upcoming meetings/events/travel. 

• Monitors budget for assigned departments, budget planning and management, and payroll; oversees budget records; coordinates documentation of staff leave for scheduling; monitors the processing of check requests, cash advances, professional development requests, etc.;  gives periodic reports to department leaders on budget; uses the financial system to keep the department leaders apprised of the status of assigned budgets; and ensures reimbursements and payments of budget items are completed in a timely manner. 

• Coordinates major events, meetings, and/or conference planning; travels for the NPO and A&O team members; and designs and implements strategies to assist team members in achieving specific goals in alignment with the Clerc Center’s Strategic Plan and action plans. 

• Schedules meetings for the Directors and department leaders; prepares agendas for meetings; identifies and gathers needed materials; types and distributes minutes from meetings; maintains meeting logs, action items, and all meeting documents; and prepares high-level meeting summaries for meetings as assigned, develops agendas based on meeting discussions and tracks action items to completion.  

• Designs and implements systems for follow-up and management, and coordinates the Directors’ efforts to provide timely and effective internal communication with employees. 

• Coordinates legal activities for the Directors by working to ensure that requests are handled promptly and efficiently; works with leaders as needed to collect documents and author communications; assures timely and thorough follow-up; monitors agreements and contracts with external individuals/groups; coordinates meetings with Clerc Center personnel; and maintains employee files. 

• Maintains the master calendar(s) for all departmental activities; works with the directors, managers, coordinators, and staff to schedule and coordinate department-wide events and long-range scheduling/planning efforts; and ensures events are submitted to the appropriate personnel for inclusion in the Clerc Center or Gallaudet regular communications, and/or social media as appropriate. 

• Supports a variety of special projects for NPO and A&O teams, including requests from the CAOs and assigned departments, and coordinates the division's response to special requests for information from others. 

• Supports visitor requests by coordinating with Clerc Center personnel for tours and resources/material requests; and monitors Clerc Center emails such as training requests, orders, and info-to-go requests by responding to the emails and coordinating with the appropriate personnel for information needed or follow-up as appropriate. 

• Researches information as needed for letters and reports; organizes and develops materials, including forms, calendars, memos, reports, and forms; draf