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.