Administrative Assistant II

Administrative Support Position

The Office of Equity and Compliance at the University of Maryland Eastern Shore (UMES) invites applications for a twelve-month, full-time, nonexempt position. Under general supervision provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and involves considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequence of error.

Salary: $52,000

Benefits: The University of Maryland Eastern Shore, as a University System of Maryland institution and a Maryland State agency, provides a comprehensive benefits package to all regular faculty and staff. The Office of Employee Benefits provides consultative services and assistance with benefits planning, enrollment, and changes. Eligible employees may participate in a variety of benefit plans including: health insurance, prescription drug, dental, and flexible spending accounts, vision coverage, retirement plans, tuition remission benefits, non-exempt positions start at 11 days annual leave per year, sick leave 15 days per year, personal leave 3 days per year, overtime, shift-differential and on-call pay and paid holidays, employee wellness and support resources and access to the State of Maryland wellness programs.

Essential Responsibilities:

• Manages highly confidential materials, reports, phone calls, email messages, etc.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
• Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations and applying campus style guidelines.
• Drafts and signs routine correspondence and replies to inquiries which do not require technical program knowledge.
• Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfies requirements for retention and information security.
• Enters, updates, retrieves information, and creates reports as needed.
• Works with appropriate databases to assist with upkeep and management of Title IX and ADA software.
• Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Receives and reads incoming correspondence and information.
• Summarizes and prioritizes review of correspondence. Screens out items to be handled personally, and forward remainder with necessary background material.
• Receives and screens telephone calls and visitors.
• Greet and assist students, faculty, staff, parents, and attorneys that have Title IX, EEO, ADA issues or concerns.
• Assist with faculty communication and student partnership related to accommodations and exam distribution.
• Assists with appropriate proctoring of exams for students with accommodations in our testing center. Assist students needing Special Accommodations by making appointments and answering questions.
• Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Assists in preparing and administering department budget by updating accounts, running periodic reports, and reimbursements from travel.
• Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public.
• Manages the office space, schedules, testing areas, conference room, etc.
• Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
• Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.
• May provide guidance and instruction to other office support staff.
• Performs other related duties as assigned.

Required Minimum Qualifications:

• High School Diploma or GED.
• Three years providing administrative support.
• General knowledge of and skill in the practical application of generally accepted office practices and procedures.
• Must have excellent communication, customer service, organizational, interpersonal, and written skills.

Required Knowledge/Skills/Abilities:

• Ability to communicate effective both orally and in writing.
• Ability to proofread and edit written documents.
• Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
• Ability to quickly learn and manage software for department processes.
• Ability to understand and follow oral and written instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Physical Demands:

• May require extended periods of standing, bending, stooping, sitting at desk.
• May require lifting.
• Requires communication with a variety of constituents externally and internally.
• Requires operation of a variety of office equipment.