Document Control Administrative Assistant Jobs in Washington

The Council on Education for Public Health (CEPH) seeks a part-time Administrative Assistant. The position offers the opportunity to collaborate with talented people who are passionate about quality in public health and higher education.

As the Administrative Assistant you will bring your energetic, efficient, creative, and strong attention to detail skills and abilities to our team every day. You will apply your exceptional communication and relational skills to working with our team, our stakeholders, and our vendors. The ability to multi-task while managing administrative and financial support is essential in this position. The ideal candidate is resourceful, flexible, and highly organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

CEPH is an Equal Opportunity Employer. CEPH is committed to building a culturally diverse staff and strongly encourages applications from minority candidates. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The position is located in Washington, DC and is serviced by the Metrorail (all lines), Metrobus and numerous other transit options.

Education:

• Requires a high school diploma
• Relevant experience may be substituted for education

Experience & Interest:

• 1-2 years of part-time work experience preferred
• Skilled with Microsoft Office Suite, including Word, Excel, and Powerpoint, experience with Access preferred
• Comfortable with Google Suite such as Google Docs, Forms, and Sheets
• Comfortable with GoTo Webinar, Zoom, and similar platforms
• Experience with QuickBooks preferred
• Experience with Wagtail preferred
• Interest in public health and/or higher education is a plus

Schedule:

• Part-time, 14-20 hours per week
• All hours must occur between 8:00am and 6:00pm Monday through Friday in the CEPH office.
• Work schedule can be negotiated as appropriate.

How to apply:

Click on the "Apply for this job" link at the top of this page and complete all fields, including uploading two required documents: resume and cover letter.

Essential Duties & Responsibilities:

Below is a list of select duties and responsibilities.

*See CEPH website(https://ceph.org/documents/764/AA_Position_Description.pdf ) for full list of Essential Duties & Responsibilities*

• Accreditation activities
  • Create templates for accreditation correspondence.
  • Draft and send accreditation correspondence, checking for accuracy and completeness.
  • Support senior staff in accreditation data collection and maintenance.
  • Perform accreditation data entry as needed in Access database, Excel spreadsheets, etc.
  • Maintain accurate contact information for school and program contacts and notify accreditation staff of any changes.
• Training & volunteer management
  • Support senior staff in setting up and monitoring registration for in-person trainings, online trainings, and educational webinars.
  • Support staff related to logistics for training sessions.
  • Draft and send e-mail communications to CEPH volunteers.
  • Use internet searches to obtain accurate and updated contact information for CEPH volunteers.
  • Assist volunteers with issues related to event logistics and/or payment.

• Communication

• • Assist with maintenance and updating of CEPH website.
  • Support communications projects, such as the CEPH Annual report, as needed.
• Finances
  • Work with DAO and ED to compile and send weekly financial packet to bookkeepers.
  • Run Paypal report weekly.
  • Collect monthly statements (e.g., WMATA, etc.).
  • Process staff and site visitor reimbursements, verifying all documents for accuracy and ensuring appropriate, matching documentation for all expenses.
  • Send invoices to schools and programs.
  • Process incoming checks and send to ED for deposit.
  • Complete senior staff expense reports as requested.
  • Monitor outstanding invoices and follow up with parties to ensure prompt payment.
  • Work with financial consultants to troubleshoot issues.
• General administration support
  • Greet visitors of the office by phone, in person, or through electronic media.
  • Answer telephone and provide information as needed or direct call to appropriate staff member.
  • Monitor and process CEPH mail.
  • Assist with written correspondence as needed, including managing the CEPH administrative email address (officeadmin@ceph.org).
  • Format documents for consistent style and appearance, including troubleshooting issues with document style and format.
  • Check documents and lists for accuracy by comparing with database and other sources.
  • Interface with vendors, as needed.
  • Produce medium-to-large mailings as requested (e.g., stuff envelopes, ensure accuracy of contents, etc.).
  • Assist staff in preparing for off-site meetings (e.g., pack and ship materials, ensure accuracy and completeness of contents, etc.)
  • Make photocopies and scan documents as requested and use quality control techniques to ensure accuracy of all documents.
  • Support travel arrangements for senior staff.
  • Maintain a professional office environment to ensure appropriate levels of organization, efficiency, and cleanliness.
  • Maintains office supplies and inventories, ordering items as needed in collaboration with DSP, ED, and other staff.
  • Complete errands as assigned.
  • Perform other duties as assigned.
• Technological support
  • Work with technology consultants and providers to troubleshoot issues.
  • Maintain CEPH printer, including troubleshooting issues and replacing ink cartridges/toner and other printer accessories.
• Office archive/document support
  • Assist staff in maintaining files and implementing document retention and destruction polices, including shifting files, boxing old files for destruction, moving files and boxes up to 35 lbs, traverse steps and ladders to reach documents/boxes located on upper shelves, etc.

Physical & Mental Demands:

• Must be able to remain in a stationary position for up to two hours at a time.
• Must be able to position oneself to access files in all drawers of file cabinets as tall as 6 feet.
• Must be able to travel within the downtown DC and greater DC, Maryland, Virginia region.
• Constantly operates a computer and other office machinery, such as a computer printer and copy machine.
• Constantly communicates with stakeholders who contact the office with phone and email inquiries. Must be able to exchange accurate information and communicate professionally in these situations.
• Ability to move and shift boxes up to 35lbs.

Working Conditions:

• Indoor work
  

Compensation:

Total compensation package includes the following:

• Hourly rate of $25-$28, commensurate with education and experience
  

**No phone calls, please**

It is the policy of this company to afford equal opportunity to all employees and applicants for employment without regard to age, race, religion, color, sex, national origin, marital status, expunged juvenile records, or pregnancy, and to afford equal opportunities to disabled veterans, veterans of the Vietnam era, and individuals with a disability, and any other characteristic protected by Federal, State, or local law.