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University of the District of Columbia · 2 months ago

Administrative Staff Assistant

UDC- Main Campus Van Ness Campus – NW

Full-time

Onsite

Entry Level

$0/yr - $69K/yr

2+ years exp

The University of the District of Columbia is seeking an Administrative Staff Assistant to perform a variety of intermediate office and administrative support duties within the Division of Arts & Humanities. The role involves coordinating administrative tasks, supporting faculty and students, managing digital platforms, and organizing events to promote the division's initiatives.

EducationHigher EducationNon ProfitSTEM EducationUniversities

No H1B

Responsibilities

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

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 division’s visibility

Partner with the University Communications Office to ensure brand consistency and strategic promotion of division initiatives

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

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

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

Qualification

Administrative experienceDigital media skillsMicrosoft Office SuiteEvent coordinationCommunication skillsAnalytical skillsOrganizational skillsInterpersonal skillsProblem-solving abilitiesCreative skills

Required

Bachelor's 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

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).