Administrative Officer Job at Howard University in Washington

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission.

At Howard University, we prioritize well-being and professional growth.

Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

BASIC FUNCTIONS:
Under direction of the University Libraries Director, performs professional administrative work involving complexity and variety. Performs administrative, research and technical duties related to one or more of the following: human resources, budgeting, purchasing, project management and analysis, or other related areas of administrative management. Responsible for the operating budget of the department and to assist the Executive Director as well as other staff members with budgetary matters and decisions. Responsible for developing procedures for administrative workflow of the library and ensures projects are in line with goals and are organized for timely completion.

SUPERVISORY AUTHORITY:
Responsible for training, assigning, and reviewing work of others. May be responsible
for acting as a lead or senior over other positions performing the same work or related technical tasks and reporting to a higher level on a formal basis. May perform staff evaluations and make recommendations regarding pay and/or performance.

NATURE AND SCOPE:
Internal contacts include administrators, faculty, staff, and students. External contacts include vendors, contractors, visitors, and the public.

PRINCIPAL ACCOUNTABILITIES:

• Establishes an annual budget planning process and timeline for library units and services. Participates in budget preparation for library in collaboration with library administration.
• Analyzes past revenues, expenditure, and program requirements.Coordinates staff recommendations and management directives to aid in developing budget requests and supporting documentation for work units.
• onitors revenues and expenditures for each fiscal year in Workday. Recommends reallocation of funds and other actions to stay within budget.
• Advises administrative staff regarding policy and procedures for university fiscal management, prepares and reviews budget reports to facilitate strategic planning and the annual budget process, and to ensure conformance with established guidelines and policies.
• Monitors revenue and expense accounts identifying problem accounts.
• Consults with units or departments and/or coordinates the preparation of operating budgets based on actual performance, previous budget figures, estimated revenue, expense reports and other factors.
• Provides a strategic direction in developing an of processes, procedures, policies, and systems.
• Directs workflow of the administrative office. Gives assistance to staff on administrative assignments.
• Serves as primary support for Executive Director, prioritizes and arranges meetings, conferences, and appointments, makes necessary travel reservations and itineraries, determines, and prepares background material needed.
• Serves as the HR delegate for the library according to university policies. Assists in supervising recruitment and hiring of job applicants. Explains human resource policies and procedures to applicants and employees.
• Completes recruiting documentation and supplemental payment processes in Workday. Conducts orientation sessions for new employees to explain departmental rules, procedures, and practices.
• Prepares executive level correspondence and reports as requested.
• Identifies and determines administrative and operational issues and develops and presents recommendations for improvement of established processes and practices; initiates and implements plans to solve problems.
• Designs and maintains physical and digital filing systems for administrative documents.
• Serves as a liaison to faculty, staff, students, alumni, outside agencies, and public concerning general information and administrative concerns to ensure seamless library operations.
• Schedules and participates in meetings and conferences pertinent to area of responsibility. Takes and maintains meeting minutes.
• Assists Executive Director by writing annual reports and documents. initiates requests for and coordinates input from other staff for specialized reports, reviews materials and creates final report.
• Builds and maintain strong relationships and contact with internal stakeholders and campus partners to improve Library services and successfully address administrative issues.
• Manages mailroom operations for Founders and the Undergraduate Library. Completes receipts in Workday for received items.
• Serves as liaison with HU communications to develop promotional, outreach and public relations communication in all formats on behalf of the Library, with the goal of transparency, increased awareness and visibility both on campus and regionally.
• Collaborates with administration to develop promotional and outreach communication plans that heighten connections to prospective and current students and donors and enhance the visibility of Library services and resources.
• Oversees management of library social media accounts ensuring content is directly in line with Library goals, branding, and protocol. Serves on the website committee to maintain the library websites.
• Supports processes for the production and promotion of library-wide events, resources, and services.
• Develops and manage library communications between administrative services and library units.
• Regularly communicates decisions and directives from the Library Administrators to library employees. Drafts communications from the administrators to be distributed to the HU campus community.
• Assists the Project Management Associate in developing project scopes, deadlines, and objectives based on allocated resources, staff availability, and involving all relevant stakeholders and ensuring technical feasibility.
• Other duties as assigned.

CORE COMPETENCIES:

• Considerable knowledge of administrative practices and procedures, budgeting, purchasing and statistical analysis.
• Skill in software applications and standard office equipment (Microsoft Suite, etc.), in a timely accurate and efficient manner.
• Good communication skills, with competence in both oral and written English.
• Ability to plan, organize, coordinate, and supervise the work of others, as required.
• Ability to devise solutions to administrative issues.
• Ability to maintain the confidentiality.
• Knowledge of the budgeting cycle and process.
• Ability to prepare comprehensive complex financial and budget reports.
• Ability to formulate comprehensive budget planning process

MINIMUM REQUIREMENTS:

Bachelor's degree in business or its equivalent. A minimum of 8 years of related work experience may be substituted in lieu of educational qualifications or a combination of both.

Compliance Salary Range Disclosure

Expected Salary Range: $75,140 - $82,654