Administrative Assistant II

Job Posting

JR101067 Administrative Assistant II (Open)

Department

Title III, PM

Position Type

Regular

Open Date

05-07-2025

Close Date

$47,000

Job Description

To Support the Office of Title III Program Administration.

Duties & Responsibilities

• Assist the Director with monitoring all the Title III Grant funded initiatives.
• 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 that do not require technical program knowledge.
• Develops, implements, and maintains paper and electronic filing systems that meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information and creates reports as needed.
• 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 forwards the remainder with necessary background material.
• Receives and screens telephone calls and visitors. 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. Use multiple electronic internal monitoring databases.
• Assists in preparing and administering the department budget by updating accounts, and running periodic reports.
• Acts as intermediary for supervisor, interacting with officials, the staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
• Anticipates the 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.
  
  

REQUIRED KNOWLEDGE, SKILLS & ABILITIES: General knowledge of and skill in the practical application of generally accepted office practices and procedures. Vast experience in executing clerical tasks and responsibilities to manage the functions of the office. Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents. Must be proficient in modern technology and open to progressive technical knowledge for digital processes. Skilled in various computer software packages, such as Microsoft Office (Outlook, Teams, Excel, Word etc.), other financial or operations platform experience required (Workday preferred), Canva or other graphic design platform, and calendaring software. 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. Demonstrated ability to take initiative, act proactively, and accept accountability by consistently following through on assigned tasks to ensure successful and timely completion..

MINIMUM TRAINING & EXPERIENCE: Associate's Degree required; Bachelor's Degree preferred and at least three (3) years of administrative support experience in college or university or a related field; or a combination of training and experience. At least one year of grant administration support preferred. Candidates must have the ability to work well with individuals from all areas of the academic community (faculty, staff, students, administrators, alumni, friends, and supporters), the federal government, the state government, foundations, the corporate world, and others as appropriate.

CONDITIONS OF EMPLOYMENT: Typical office and professional job conditions. The candidate will travel the campus as needed.

Additional Job Information

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to: Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.