Admin Assistant II

Summary

Howard University is seeking an Admin Assistant II to support the College of Pharmacy’s Dean’s office and International Programs. The role performs intermediate administrative, clerical, receptionist, documentation, vendor coordination, student rotation, and event support duties under general supervision.

Responsibilities

• Provide general information in response to inquiries in person, via Microsoft Teams and email; refer highly analytical inquiries to immediate supervisors
• Maintain contacts with internal and external vendors, consultants and the public
• Create and submit requisitions for goods and services
• Maintains room reservations calendar and assists with College of Pharmacy event set up
• Staff receptionist’s desk
• Assemble, distribute or mail applications, forms and general information requested by visitors, applicants, students or the public
• Create and mail training certificates for all project training courses
• Prepare, submit and track documentation related to the operations of HUGIN, HUI, HUGISA, and PACE international programs
• Coordinates, monitors, and maintains water/cups for dispensers
• Receives, sorts, disseminates incoming mail, packages and notices; notifies recipients. Assures timely pick-up of outgoing mail
• Initiates and completes student international rotation process
• Prepares, submits, distributes, and maintains documentation related to student international rotations
• Submits agreements and contracts in SCOUT for legal review
• Maintaining and updating employee personnel data, grant expenses, consultant and vendor invoices, and fund requests
• Collating and maintaining HUCOP International rotation files, including student forms, partnership databases, and rotation schedules
• Preparing and assisting with settlement reports for PACE Center grants
• Other duties as assigned

Skills

• Skill in the operation of a variety of office machines including personal computers, telephones, fax machines and copiers
• Ability to develop and maintain basic proficiency in the utilization of Microsoft Word, Excel, PowerPoint and related software applications to perform a variety of typing and/or project assignments
• Knowledge of general office procedures and practices
• Skill in basic arithmetic, grammar and spelling
• Ability to effectively communicate orally and in writing
• Ability to establish and maintain effective and harmonious work relations with faculty, staff, students and the public
• High School diploma or GED and 4-6 years of general work experience
• AA/AS may be substituted for 2 years of required work experience
• BA/BS may be substituted for up to 4 years work experience
• Experience with Workday is desirable

Qualifications

Must Haves

• Skill in the operation of a variety of office machines including personal computers, telephones, fax machines and copiers
• Ability to develop and maintain basic proficiency in the utilization of Microsoft Word, Excel, PowerPoint and related software applications to perform a variety of typing and/or project assignments
• Knowledge of general office procedures and practices
• Skill in basic arithmetic, grammar and spelling
• Ability to effectively communicate orally and in writing
• Ability to establish and maintain effective and harmonious work relations with faculty, staff, students and the public
• High School diploma or GED and 4-6 years of general work experience
• AA/AS may be substituted for 2 years of required work experience
• BA/BS may be substituted for up to 4 years work experience

Nice to Haves

• Experience with Workday is desirable

Benefits

• Comprehensive medical, dental, and vision insurance, plus mental health support
• PTO, paid holidays, flexible work arrangements
• 403(b) with company match
• Ongoing training, tuition reimbursement, and career advancement paths
• Wellness programs, commuter benefits, and a vibrant company culture