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Administrative Assistant (Campus Services)

Employer
Gallaudet University
Location
Gallaudet University

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Job Details

Job Title: Administrative Assistant (Campus Services)
Location: Gallaudet University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 276
Application Information SUMMARY:

Reporting to the Executive Director, the Administrative Assistant provides a variety of administrative and support tasks to ensure the smooth operation of Campus Services; provides high level support to the Executive Director; and maintains computerized records.

PRINCIPAL ACCOUNTABILITIES:

  • Provides high level support to the Executive Director.
  • Establishes and implements office procedures and systems; and assures efficient office operations and the timely and accurate completion of tasks.
  • Processes the departmental payroll; maintains time and attendance and leave records; monitors performance review dates; prepares Personnel Action Forms; advises whether personnel actions are consistent with procedural guidelines; interacts with departmental staff to ensure quality control of personnel action paperwork, and to ensure compliance with administrative deadlines.
  • Serves as the Campus Services office manager including answering the video phone/telephone, greeting and assisting students and other visitors, inventories and coordinates the maintenance of equipment and supplies and assures that all students and other visitors receive the highest level of customer service.
  • Provides logistical support including note taking, preparing agendas, interpreter requests, meeting locations, and invitations; and coordinates meeting materials and ensures that these materials are provided to the interpreters, participants, and other staff, if applicable.
  • Maintains Campus Services staff calendar; reviews, evaluates, and prioritizes requests for appointments with the executive director; provides logistical support accordingly.
  • Provides technical support in setting up conference calls and meetings (ZOOM, Go-To-Meeting, WebEx, video conferencing, etc.).
  • Opens and determines the disposition of incoming mail; drafts responses to routine correspondence. Handles and properly routes scheduling and information requests; and works with department leads to communicate deadlines and activities and campus events within Campus Services.
  • Reviews all financial and personnel documents submitted to the executive director and/or director of operations for approval and or/signature; proofreads incoming documents for procedural accuracy, sorts and submits documents for signature; and forwards documents to the appropriate offices for processing.
  • Prepares and processes various documents including letters, memos, check requests, interdepartmental invoices, budget revisions, payroll worksheet and verifications, etc.; and coordinates the purchase, inventory, and repair of equipment and supplies.
  • Assists with maintaining the unit's web presence; supervises and coordinates editorial assistance, presentation support, and desktop publishing services for the office.
  • Assists with monitoring and updating changes to SHS publications to assure that the unit's information is accurate.
  • Coordinates departmental travel; processes travel orders and vouchers; and coordinates travel and logistics for special meetings and guests.
  • Works cohesively as a positive, contributing member of the teams; and contributes actively to achieve the goals of the units.
  • Maintains electronic and paper filing systems.
  • Assists Campus Services departments with the hiring and training of student workers.
  • Coordinates events for the Campus Services unit, as requested.
  • Establishes and maintains a positive and supportive working relationship with co-workers and supervisor.
  • Shows a genuine commitment to diversity, equity and inclusion in the workplace and participates in activities and workshops to foster continuous learning.
  • Serves as a mandatory Title IX reporter; and takes annual Title IX training as part of the compliance effort.
  • Performs other related duties as assigned.
  • SPECIFICATIONS:

    Required Minimum Qualifications (When the candidate’s resume meets these qualifications, it will be screened in.

    • High school diploma or GED.
    • A minimum six years of professional experience in office administration (Bachelor’s degree and a minimum two years of professional experience in office administration will be considered).
    • Fluency in American Sign Language.
    Preferred Qualifications (While not required, it is an advantage for what the position needs.)

    • Bachelor’s degree.
    • Experience working in a higher education setting.
    Knowledge, Skills and Abilities (Qualities that will help the incumbent be more successful in the position.)

    • Knowledge of professional protocol within a high-level university office.
    • Ability to use a variety of computer software applications (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint).
    • Excellent writing, editing, proofreading and scheduling skills.
    • Demonstrated ability to work independently, show initiative as well as high degree of problem solving.
    • Ability to work and represent Campus Services and the University effectively with individuals and groups.
    • Attention to detail with high level of accuracy for data entry.
    • Demonstrated ability to work with and across University departments, outside constituents and groups.
    • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
    Other Important Information

    • The successful candidate must have valid authorization to work in the United States.
    • All employees are expected to be fully vaccinated against COVID-19 and will be required to submit their vaccination record prior to entering campus.
    COMPENSATION:
    Level: 7
    Salary: Commensurate with experience and qualifications.
    FLSA: Non-Exempt

    The successful candidate will undergo a background check that must be cleared prior to working at Gallaudet University.

    Gallaudet University is an equal opportunity employer/educational institution and does not discriminate on the basis of race, sex, national origin, religion, age, hearing status, disability, genetic information, covered veteran status, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, political affiliation, source of income, place of business or residence, pregnancy, childbirth, or any other unlawful basis. This policy is in compliance with Title VII of the Civil Rights Act, the Americans with Disabilities Act, the Rehabilitation Act, the Age Discrimination in Employment Act, the District of Columbia Human Rights Act, and other applicable laws and applies to all procedures affecting applicants and employees including, but not necessarily limited to: recruitment, hiring, placement, promotion, transfer, reassignment, reappointment, tenure, demotion, selection for training, layoff, furlough, and termination, compensation, and all other conditions or privileges of employment.

    Organization

    Founded

    Gallaudet University, the world’s premier university for living and learning in ASL and English, founded in 1864 by an Act of Congress, which was signed into law by President Abraham Lincoln.

     

    Work

    Although Gallaudet is a private institution, by an Act of Congress the University is able to participate in certain Federal benefits programs, specifically the Civil Service Retirement System (CSRS) and Federal Employees Retirement System (FERS), the Federal Employees Health Benefits program (FEHB), the Federal Employees Group Life Insurance program (FEGLI), Federal Long Term Care Program (FLTCIP), Flexible Spending Accounts (FSAFEDS), and Federal Employers Dental and Vision Insurance Program (FEDVIP).

     

    Other benefits, privileges, and conditions of employment described in this website pertain solely to Gallaudet University and have been approved by the Gallaudet University Board of Trustees and/or President. Outstanding customer service is a high priority for our department and for the Division of Chief Operating Officer. Your opinion of our service is important to us, and we encourage you to offer feedback on our  Customer Satisfaction Survey. If you have any questions, please feel free to Contact Us.

     

    Mission Statement:

    As a strategic collaborator at Gallaudet University, it is the mission of Human Resources to maximize the potential of our greatest asset - our employees.  We embrace change and the opportunities it brings. We are committed to recruiting, developing and retaining a high-performing diverse and bilingual workforce.

     

    Vision Statement:

    To be recognized as a valued and trusted strategic partner that supports the mission of Gallaudet University and become an Employer of Choice for top talent.

     

    Goals:

    • We value, encourage and support a diverse, inclusive and bilingual workforce;
    • We cultivate a culture where people are motivated, valued and engaged;
    • We create and enhance strategic partnerships through collaboration;
    • We continually improve individual and organizational effectiveness; and
    • We enhance services through technology.

       

    Core Values:

    Belonging: We cultivate a sense of belonging by valuing, encouraging, engaging and supporting a diverse and bilingual workforce.

    Inclusiveness: We solicit the input of others and strive for transparency and inclusiveness and encourage the diversity of thoughts, experiences, and backgrounds.

    Service: We have a passion for customer service and are committed to knowing our employees, anticipating their needs, and exceeding expectations.

    Openness: We are open to possibilities and foster creativity and innovation to support continuous improvement.

    Nobility: We honor our commitments and conduct our work in a manner that promotes fairness, confidentiality, respect, honesty, and trust. We lead by example and advocate equitable treatment in our behaviors, policies, and practices.

     

    Generous Benefit

    Gallaudet employees have access to a wide variety of benefits, including:

    * Competitive federal insurance plans
    * Generous paid time off
    * Federal retirement plan matching contributions up to 5% of your pay
    * Workplace flexibility
    * Career growth opportunities
    * Educational benefits & assistance 
    * Bison perks and discounts

     

    Learning Opportunities

    Gallaudet University is a community where the personal and professional development of our employees always continues. Employees can choose to:

    • Pursue an advanced degree with support from the university’s educational benefits program
    • Participate in on-site professional development as well as LinkedIn courses at no cost
    • Make the most of opportunities such as professional conferences, workshops, and seminars.

       

    Diversity Profile (coming soon)

    Statistics

    • Students: 1523
    • Alumni: 23,000
    • Employees: 900

    For more information, please visit at https://www.gallaudet.edu/about/belonging-and-equity/

     

    Gallaudet at a glance

    • Bilingual, diverse, multicultural institution
    • Includes the Laurent Clerc National Deaf Education Center, a beacon of Deaf education
    • Has a range of programs, resources, and services that includes the following
      • National Deaf Education Center
      • Kendall Demonstration Elementary School (KDES)
      • Model Secondary School for the Deaf (MSSD)

      Based in the heart of Washington, D.C.

    To apply, visit at https://www.gallaudet.edu/careers

    Company info
    Website
    Telephone
    (202) 250-2284
    Location
    Austin Main Office College Hall, Room 106
    800 Florida Ave, NE
    Northeast Washington
    District of Columbia
    20002
    US

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