Executive Assistant, Office of the Chief Operating Officer

Employer
University of the District of Columbia
Location
District of Columbia, United States
Salary
Salary Not Specified
Posted date
Oct 21, 2021

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Position Type
Faculty Positions, Business & Management, Management, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Human Resources Administration, Executive, Other Executive
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time
Description




Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time, Regular

Pay Plan, Series & Grade: DS0058/4

Salary Range: $75,328 - $101,311

Closing Date: Open Until Filled

Location: 4200 Connecticut Ave NW, Washington, DC 20008

Brief Description of Duties

The Executive Assistant to the Office of the Chief Operating Officer provides executive-level administrative and project support to the Chief Operating Officer. Plans, organizes, and executes all daily activities, including scheduling, administrative, financial, and operational responsibilities for the Office of the Chief Operating Officer. Supports the triage and prioritization of activities of the executive team in a fast-paced environment to increase productivity and overall effectiveness of services. Plays a key role in managing performance metrics, project timelines, various reports, data requests, and communication by tracking and driving completion of key deliverables. Collaborates with internal and external partners and coordinates with other administrative support staff across the University. Must exercise discretion, good judgment, sound decision making, and demonstrative initiative to handle a wide variety of activities and confidential matters.

Essential Duties and Responsibilities
  • Provides efficient and high-quality day-to-day administrative support and management of the unit to ensure prompt and effective responses to operational requests, actions and issues; Proactively identifies problem areas and makes appropriate recommendations to ensure optimum productivity and efficiency; Supervises the Administrative Assistant and student worker positions, delegating office management and administrative support tasks as needed.
  • Responsible for planning, directing, and coordinating the full range of administrative management activities and serving as an advisor to management.
  • Assisting in the formulation, planning, implementation, coordination, and evaluation of policies and procedures for all administrative and operational functions.
  • Identifying operational breakdowns and developing/implementing corrective actions to resolve problems.
  • Developing comprehensive plans, timetables for improvement and providing expert advice to improve overall operations.
  • Spearheading special projects and serving as an integral team member as directed by COO
  • Proactively researching and determining available resource requirements and utilizing appropriate technologies/methodologies to help administratively support project completion.
  • Provides support in the research, collection, and compilation of accurate internal and external information.
  • Supports the management team with the development of long/short range unit goals, the evaluation and assessment of unit functions to include process improvements, and budget development and management.
  • Serves as the unit’s project manager; tracks and monitors a variety of processes and projects; prepares and submits written reports on institutional initiatives and unit programs and activities.
  • Serves as the unit communicator; prepares correspondence and documents; assists in the preparation of presentations, manuals, brochures, policies and procedures; assists with the design, update and maintenance of the unit’s online presence (i.e. website and social media); Maintains schedules and calendars.
  • Plans and coordinates a variety of functions, meetings and programs to include logistics, communication, data collection, evaluation, and after-action reports, etc.; Serves as the point of contact for the unit for reports, records and facilities to accommodate the needs of internal and external entities.
  • Manages and advises the unit on the status of current contracts, agreements, or cooperative arrangements with consultants, other government agencies, universities or private organizations; tracks and monitors all unit contracts.
  • Manages unit finances; Initiates, tracks, monitors, manages and reconciles the annual budget
  • Serves as the HR Liaison in support of the Chief of Operating Officer which includes the following:
    • Time and Leave Reporting
    • Payroll Processing (On and Off Cycle Checks)
    • Initiating recruitment and other personnel action requests
    • Managing staffing, position management, and budget documents; and
    • Supporting Performance Management responsibilities.
    • Performs other related duties as assigned.

Other Duties
  • Performs other duties as assigned.
Minimum Job Requirements
  • Bachelor’s degree in Business or a related field required.
  • Minimum of five years of experience in comparable positions supporting executive level positions.
  • Demonstrated strong organizational skills, project management and effective decision making.
  • Excellent communication and interpersonal skills. Expert level written and verbal communication skills.
  • Scheduling flexibility with the capacity to work mornings, nights or weekends as needed.
  • Higher education and supervisory experience preferred.
Information to Applicant

Collective Bargaining Unit (Union): This position is not part of the collective bargaining unit.

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 (202) 274-5380.

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 University’s EO Policy Statement, please visit: https://www.udc.edu/human-resources/equal-opportunity/ .



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