Program Coordinator, Howard University, Washington, DC
Howard University -
Washington, DC,
US
Program Coordinator
Date Posted: 2024-04-23
Job description
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.
JOB PURPOSE:
The purpose of thisposition is to perform a variety of advanced office/administrative support duties which require a thorough knowledge of department functions. It ensures that the Department of Electrical Engineering, Computer Science and Computer Engineering (EECS) Staff, Faculty and Students have access to adequate and quality customer service, qualified and effective support, a smooth and efficient daily operation, and assistance with concerns and questions. Specifically, the Administrative Specialist provides planning, leadership, and oversight to the EECS Department through student hiring, travel, tutoring programs, coordination of summer programs, board event planning, graduation, registration, office management and student support.
SUPERVISORY AUTHORITY:
Has responsibility or authority which is limited to the direction of students or temporary workers.
NATURE AND SCOPE
Internal contacts include all departments and administrative units within CEA and the various units at the university including, but not limited to Accounts Payable, Financial Aid, Budget Office, Restricted Accounting, and the provost Office. External contacts may include vendors for supplies and services.
PRINCIPAL ACCOUNTABILITIES:
PRINCIPAL ACCOUNTABILITIES:
CORE COMPETENCIES:
MINIMUM REQUIREMENTS:
Bachelor's degree in administration, business or related area and 7 years of administrative experience preferred. Ten years of related work experience may be substituted in lieu of educational qualifications.
Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not being construed as a contract for employment.
JOB PURPOSE:
The purpose of thisposition is to perform a variety of advanced office/administrative support duties which require a thorough knowledge of department functions. It ensures that the Department of Electrical Engineering, Computer Science and Computer Engineering (EECS) Staff, Faculty and Students have access to adequate and quality customer service, qualified and effective support, a smooth and efficient daily operation, and assistance with concerns and questions. Specifically, the Administrative Specialist provides planning, leadership, and oversight to the EECS Department through student hiring, travel, tutoring programs, coordination of summer programs, board event planning, graduation, registration, office management and student support.
SUPERVISORY AUTHORITY:
Has responsibility or authority which is limited to the direction of students or temporary workers.
NATURE AND SCOPE
Internal contacts include all departments and administrative units within CEA and the various units at the university including, but not limited to Accounts Payable, Financial Aid, Budget Office, Restricted Accounting, and the provost Office. External contacts may include vendors for supplies and services.
PRINCIPAL ACCOUNTABILITIES:
- Responsible for central coordination of all activities of the Department of EECS. Prioritize workload to maintain department operations.
- Complete special assignments and provide critical communication to support the EECS Department.
- Compose correspondence independently on a variety of subjects requiring superior communications skills, judgment, originality and knowledge of university policies and procedures.
- Respond to a variety of inquiries on behalf of the Chair of the EECS Department by determining the approach or action to take and effectively interpreting and explaining guidelines, procedures, policies, and practices.
PRINCIPAL ACCOUNTABILITIES:
- Regularly review policies and procedures and make recommendations for modifications to improve services and office administration.
- Understand and appropriately apply, interpret, and explain Howard University policies and procedures, state and federal rules, regulations and laws.
- Coordinate and assist with maintaining EECS Student and Faculty rosters, conduct annual updates, respond to inquiries, and revise policies and procedures as directed.
- Recommend procedures for process improvement.
- Act as a liaison between the EECS Department and other departments with CEA, the campus, and other outside constituents
- Receive and screen telephone calls and visitors; assist visitors and callers by providing information regarding CEA/University policies or procedures utilizing thorough knowledge of office operations; and determining when referrals to other persons are appropriate. Interact with a wide variety of people using diplomacy.
- Maintain and reconcile budgets; monitor expenditures and perform analysis of accounts; prepare related reports. Respond to CEA personnel requests about spending. Enter requisitions in Workday as assigned and track progress. Provide assistance as needed.
- Design office filing systems and files correspondence, and other items according to categorized order. Search files and other information sources to answer questions or assemble data for supervisor and other staff. Use automation to remind supervisor and others of scheduled events, deadlines and other pending matters.
- Remove productivity roadblocks as they emerge.
- Gather and compiles statistics and other materials for various reports. Review and process a variety of forms both online and hardcopy such as support required for purchase requests.
- Schedule and coordinate meetings, conferences; schedules and track EECS meeting resources; prepares and sends out meeting agendas/notifications to attendees and tracks responses.
- Monitor office inventory and organizational costs.
- Performs other job-related duties as assigned to meet the needs of the organization.
- Coordinates hosting logistics for three ABET accreditation site visits including the Electrical Engineering, Computer Engineering, and the Computer Science programs.
- Provides ABET accreditation-related data entry for three (3) academic programs and inter-departmental coordination for three ABET self-study and assessment reports including graphics, presentations, publications, and progress updates.
- Collects course assessment reports, course syllabi, CV form for 34 faculty members, coordination, and scheduling of ABET inter-departmental assessment committees' meetings, and maintenance of bibliographic database for three academic programs for reporting purposes and to prepare the folders for ABET course materials for use at ABET meetings on campus.
- Edits ABET reports and converts them for posting on the web.
CORE COMPETENCIES:
- Ability to establish and maintain effective and collegial work relationships with faculty, staff, students, and external partners.
- Skill in the operation of computers, related software applications (MS Word, Excel, PowerPoint, and Smart Sheets).
- Ability to problem solve and make decisions. Ability to exercise discretion and ensure a high-level of confidentiality.
- Ability to communicate effectively orally and in writing with a diverse population.
- The ability to establish and maintain effective harmonious work relations with faculty, staff, students, and the public.
- Experience planning and coordinating meetings and executing events, initiatives, and activities to include periodic updates.
- Demonstrated experience collecting and analyzing data. Strong attention to detail.
- Demonstrated competence in both oral and written English with the ability to speak clearly.
- Knowledge of accounting and budgeting procedures and techniques.
- Knowledge of supervisory practices and principles.
- Ability to effectively apply knowledge of processes, systems, and workflow to identify and solve problems in a proactive fashion and manage conflict.
- Maintain high standards of professionalism (i.e., competence, conscientiousness, integrity, emotional intelligence, appropriateness, punctuality, and confidence)
- Ability to analyze, procedural problems and develop and recommend proposed solutions and establish priorities.
MINIMUM REQUIREMENTS:
Bachelor's degree in administration, business or related area and 7 years of administrative experience preferred. Ten years of related work experience may be substituted in lieu of educational qualifications.
Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not being construed as a contract for employment.