Administrative Aide - Washington, United States - Howard University

Howard University

Verified Company

Washington, United States

1 day ago

Posted by:

Mark Lane

beBee recruiter

Description

BASIC FUNCTION:
Under general supervision, clerical and secretarial work involves responsibility, complexity, and variety. Provides general receptionist support to the Dean's Office.

SUPERVISORY ACCOUNTABILITY:
Involves no responsibility or authority for the direction of others.

NATURE AND SCOPE:
Internal contacts include administrators, faculty, students and staff of the department and University. External contacts include vendors, visitors and the general public.

PRINCIPAL ACCOUNTABILITIES:

Greets visitors, determines the nature of business, and directs them to appropriate faculty, staff, or administrator.
Maintains order of front office.
Submits copier maintenance requests.
Answers telephone, directs calls to appropriate employees or answers questions, and checks answering machine.
Performs a variety of typing assignments.
Uses the computer to maintain spreadsheets and databases.
May prepare presentations.
Schedules appointments, meetings, and conferences and arranges travel for the Dean.
Maintains Dean's calendar and room reservations calendar.
Maintains bulletin board, posts notices, and keeps information current.
Receives and sorts incoming mail, packages, and notices; notifies recipients.
Assures timely pickup of outgoing mail.
Maintains department files and filing system, both hard copies and computerized files.
Maintains and updates front desk manual pertaining to front desk operations.
Prepares agenda and records minutes for monthly Staff Meetings, distributes to staff.
Receives all lost & found articles; completes lost & found report.
Maintains various logs. Maintains water for water dispensers.

CORE COMPETENCIES:

Makes copies for faculty, staff, and administration upon request.
Maintains supply inventory and communicates needs to supervisor.
Performs other jobrelated duties as assigned.
Competent in oral and written English.
Possesses a pleasing personality and telephone voice.
Knowledgeable of fire and emergency procedures.
Ability to evaluate facts or situations to determine appropriate action; work under pressure, based on volume; handle multiple tasks simultaneously; organize work efficiently; and provide high customer service and professionalism.
Demonstrate ability to follow instructions and execute routine procedures, working independently of direct supervision.
Ability to establish and maintain effective and harmonious work relationships with staff, students, university officials and the general public.
Familiarity with office practices and secretarial science.
Skill in the use of proper grammar, punctuation, spelling, business correspondence, composition, and format.
Communicate effectively orally and in writing with a diverse population. Ability to establish and maintain effective and harmonious work relations with faculty, staff, students, and the general public.
Ability to communicate effectively with students, staff, university officials, and the general public.

MINIMUM REQUIREMENTS:
High School diploma or GED and 1-2 years of responsible secretarial experience. Vocational or other technical school, training or apprenticeship beyond HS may be substituted for work experience.