Administrative Assistant II

Job Description Summary Organization's Summary Statement: 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, including multiple medical plan options for employees and dependents offered through the State of Maryland Employee Benefits Division. • Prescription drug, dental, and flexible spending accounts, and vision coverage. • Retirement plans: mandatory enrollment in a state pension system or an Optional Retirement Plan with Fidelity or TIAA, Supplemental Retirement Accounts (TIAA, Fidelity, or MSRP-Nationwide) with $600 annual state match, Life Insurance (state sponsored MetLife, USM sponsored MetLife Plan, life insurance and long-term disability insurance). • Tuition remission benefits for eligible employees and, subject to USM policies, spouses and dependents at University System of Maryland institutions. • Non-exempt positions start at 11 days annual 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: Confidential Content: • 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. Critical Infrastructure Support: • 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. Customer Service: • 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. Travel, Supplies, Account Reconciliation: • 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. Office Manager: • 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. Minimum Qualifications EDUCATION: High School Diploma or GED EXPERIENCE: 3 years experience providing administrative support. OTHER: Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency. REQUIRED KNOWLEDGE/SKILLS/ABILITIES: General knowledge of and skill in the practical application of generally accepted office practices and procedures. 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 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. OTHER: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience. CONDITIONS OF EMPLOYMENT: N/A Additional Job Details Required Application Materials: Qualified applicants should submit a cover letter, resume, and a list of names of three current professional references (current or past supervisor) including e-mail address, and telephone number (current supervisor will not be contacted without the candidate’s prior consent). All applicants must apply using the new online application system. Please visit https://umd.wd1.myworkdayjobs.com/UMES to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship. Best Consideration Date: Posting Close Date: Open Until Filled: Yes Department UMES-PRES-President's Office Worker Sub-Type Staff Regular Salary Range $52,000 EEO Statement UMES is an EEO/AA employer and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship. Diversity Statement The University of Maryland Eastern Shore (UMES) is an equal access, equal opportunity institution fully committed to diversity in education and employment. All students, employees, and the campus community at UMES are valued, respected, and have the opportunity to receive an equitable experience in an inclusive, welcoming environment of openness and appreciation. Title IX Statement It is the policy of the University of Maryland Eastern Shore (UMES) to comply with Title IX of the Education Amendments of 1972, which prohibits discrimination (including sexual harassment and sexual violence) based on sex in the University's educational programs and activities. Title IX also prohibits retaliation for asserting or otherwise participating in claims of sex discriminations or harassment. Welcome to the University of Maryland Eastern Shore (UMES) Employment Website! The University is committed to attracting and retaining outstanding faculty and staff to support the student-centered mission of our university. Founded in 1886, the University is a Historically Black, Land Grant University with over 30 degree programs housed on a campus of over 50 buildings on over 1,100 acres. With an atmosphere of collegiality and a commitment to go from Excellence to Eminence, UMES is not only a great place to work, but it is a place to express your passion for educating students, develop your personal career goals, and to make a difference in the community, the state, and the world beyond. Located on Maryland’s Eastern Shore, the university is a beautiful place to work and call home. Thank you for your interest in employment with our University. Hawk Pride, Catch It! Learn more EEO Statement UMES is an EEO/AA employer and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship. Human Resources Our Human Resources office is committed to supporting the mission of University of Maryland Eastern Shore by recruiting, developing, and retaining talented employees. Learn more Contact Us If you have questions, please call the Office of Human Resources at (410) 651-6400.