Administrative Assistant I

Job Posting:

JR101482 Administrative Assistant I (Open)

Department:

Facilities and Cap Proj & Plan , PM

Position Type:

Regular

Open Date:

11-05-2025

Close Date:

11-27-2025

$22.23 an hour

Job Description:

Under general supervision, provides moderately complex administrative support to an individual, office, department or program. Work requires thorough knowledge of the organization and programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and function independently, where procedures have been established with moderate consequence of error.

Responsibilities:

• Distributes work orders to functional units.

• Confers with unit supervisors to determine material requirements to assure availability of materials and supplies needed to complete work.

• Reviews work orders for validity, accuracy, justification and feasibility.

• Utilizes manual and/or automated work control systems to process maintenance work orders.

• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.

• Composes responses to routine inquiries in accordance with general instructions.

• Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed.

• Screens telephone calls and visitors, independently handles routine matters, and forwards remainder to appropriate parties.

• Schedules and coordinates meetings and appointments. Prepares background and support materials following general instructions. May attend meetings and provide minutes.

• Gathers and consolidates background information for reports, utilizing available resources such as departmental files, policy and procedure documents, internet research, and communication with internal and external contacts.

• Orders supplies and equipment. Oversees equipment maintenance. May assist with department budget, updating department accounts, and creating routine reports.

• Performs work as assigned.

NOTE: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Minimum Qualifications:

EDUCATION

• High school diploma or GED

EXPERIENCE

• 4 years' experience providing administrative support.

Applicants may be required to complete the institution's required skills assessment to be considered.

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of methods, practices, production procedures, and equipment used on maintenance and operations crafts.

• Working knowledge of work control, supply, and purchasing procedures.

• Ability to communicate effectively both orally and in writing; to operate automated work control and recordkeeping systems; to perform required inspections of trades work, equipment and materials.

• Ability to proofread and edit written documents.

• Working knowledge of computerized systems/software appropriate to facilities management, including word processing, spreadsheets and database management.

• 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.

Additional Job Information:

BENEFITS SUMMARY

Coppin State University offers a competitive benefits package to include health insurance options (medical, dental, vision), life and disability insurance, retirement plan contributions, as well as paid leave and federal holidays for all regular employees. Please see the link below to view the benefits that Coppin State University has to offer.

https://www.coppin.edu/benefits

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.