University of Maryland, Baltimore (UMB)
Executive Administrative Assistant I
University of Maryland, Baltimore (UMB), Baltimore, Maryland, United States, 21276
Executive Administrative Assistant I – University of Maryland, Baltimore (UMB)
School of Medicine – Epidemiology and Public Health, Baltimore, MD
Benefits Non-exempt Regular Staff – comprehensive benefits package that prioritizes wellness, work/life balance, professional development, retirement program, paid leave (11 vacation days, 15 paid holidays, 3 personal leave, unlimited sick time, community service), health insurance, tuition remission, flexible work schedules and teleworking options (if applicable).
Primary Duties
Manage the chair’s calendar: provide direct meeting support by scheduling and coordinating a large volume of routine and highly complex meetings and appointments; set up videoconferencing and manage the technical aspects of the meeting.
Call attention to appointments; gather, assemble, and distribute background material when appropriate; attend meetings, maintain records of attendance, take notes and track follow-up items.
Process faculty APT (Appointment, Promotion, and Tenure) packages and other faculty appointment changes, including volunteer and secondary appointments; collaborate with the department administrator on postdoc appointments, renewals, stipend adjustments; assist with visa/international work authorization.
Coordinate logistics for letters of support/recommendation for students and faculty (e.g., receiving requests, compiling documents, routing for signature).
Compose routine correspondence in accordance with general instructions such as sending thank‑yous, congratulations, sympathy notes, flowers/gifts; process reimbursements as appropriate.
Maintain and archive official department records (meeting minutes, organizational charts, reports, policy documents).
Prepare and review correspondence, charts, forms, manuscripts, grants using Microsoft Word and PowerPoint; format references; proofread for typographical and grammatical accuracy; maintain up‑to‑date CV, biographical sketch and other documentation in accordance with guidelines.
Obtain and use a Corporate Purchasing Card (CPC); process operational expenses for the chair including conference registrations, dues, research supplies and equipment; maintain records per university/federal policies; prepare and process other reimbursement requests.
Greet visitors and screen telephone calls; answer inquiries following general instructions and departmental procedures.
Make travel arrangements following general instructions and keep records of itineraries; prepare and submit travel requests and expense reports; primary responsibility for chair travel and reimbursements; responsible for non‑employee guests of the department as needed.
Coordinate events hosted in the department, including locating AV equipment, selecting caterers, identifying conference rooms/auditoriums, organizing guest travel, and related tasks.
Enter, update, and retrieve information stored in files, including alumni, key donor, and stakeholder databases.
Participate in other general administrative duties such as errands, filing, photocopying, general library work, and preparing bulk mailings.
Minimum Qualifications
Education:
High School Diploma or GED.
Experience:
Four (4) years of secretarial experience.
Other:
Additional related experience and formal education may substitute for the education or experience requirement on a year‑for‑year basis with 30 college credits equal to one year of experience.
Successful applicants will be highly organized, focused, detail‑oriented, and possess a calm demeanor and positive attitude. Must be a self‑starter who can work in a fast‑paced environment, request clarification and direction when needed, and function as a member of the team by working with other administrative and research staff to meet deadlines. Knowledge of university, state, and federal administrative procedures related to procurement, travel, and allowable costs is preferred.
Knowledge, Skills, Abilities
Knowledge of formal rules for composing a variety of business communications and a strong command of English grammar, punctuation, spelling, and arithmetic. Three writing samples are requested.
Comfort interacting with all types of faculty, scientists, staff, and guests with confidence, creativity, and maturity.
Ability to exercise initiative and resourcefulness necessary to prioritize multiple ongoing and new projects in a fast‑paced academic environment.
Ability to work independently as well as cooperatively with others; demonstrate professional, ethical, respectful, and courteous behavior when interacting with others.
Computer skills: Advanced knowledge of scheduling programs (Outlook) and MS Office (Word, Access, Excel, PowerPoint). Knowledge of basic office equipment and procedures; ability to locate information using various resources (WWW, telephone directory, etc.).
Based on the duties of this position, selected candidates are not eligible to participate in the Bargaining Unit (Union).
Equal Employment Opportunity Statement UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran’s status, or any other legally protected classification.
If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact HRDiversity@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.
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School of Medicine – Epidemiology and Public Health, Baltimore, MD
Benefits Non-exempt Regular Staff – comprehensive benefits package that prioritizes wellness, work/life balance, professional development, retirement program, paid leave (11 vacation days, 15 paid holidays, 3 personal leave, unlimited sick time, community service), health insurance, tuition remission, flexible work schedules and teleworking options (if applicable).
Primary Duties
Manage the chair’s calendar: provide direct meeting support by scheduling and coordinating a large volume of routine and highly complex meetings and appointments; set up videoconferencing and manage the technical aspects of the meeting.
Call attention to appointments; gather, assemble, and distribute background material when appropriate; attend meetings, maintain records of attendance, take notes and track follow-up items.
Process faculty APT (Appointment, Promotion, and Tenure) packages and other faculty appointment changes, including volunteer and secondary appointments; collaborate with the department administrator on postdoc appointments, renewals, stipend adjustments; assist with visa/international work authorization.
Coordinate logistics for letters of support/recommendation for students and faculty (e.g., receiving requests, compiling documents, routing for signature).
Compose routine correspondence in accordance with general instructions such as sending thank‑yous, congratulations, sympathy notes, flowers/gifts; process reimbursements as appropriate.
Maintain and archive official department records (meeting minutes, organizational charts, reports, policy documents).
Prepare and review correspondence, charts, forms, manuscripts, grants using Microsoft Word and PowerPoint; format references; proofread for typographical and grammatical accuracy; maintain up‑to‑date CV, biographical sketch and other documentation in accordance with guidelines.
Obtain and use a Corporate Purchasing Card (CPC); process operational expenses for the chair including conference registrations, dues, research supplies and equipment; maintain records per university/federal policies; prepare and process other reimbursement requests.
Greet visitors and screen telephone calls; answer inquiries following general instructions and departmental procedures.
Make travel arrangements following general instructions and keep records of itineraries; prepare and submit travel requests and expense reports; primary responsibility for chair travel and reimbursements; responsible for non‑employee guests of the department as needed.
Coordinate events hosted in the department, including locating AV equipment, selecting caterers, identifying conference rooms/auditoriums, organizing guest travel, and related tasks.
Enter, update, and retrieve information stored in files, including alumni, key donor, and stakeholder databases.
Participate in other general administrative duties such as errands, filing, photocopying, general library work, and preparing bulk mailings.
Minimum Qualifications
Education:
High School Diploma or GED.
Experience:
Four (4) years of secretarial experience.
Other:
Additional related experience and formal education may substitute for the education or experience requirement on a year‑for‑year basis with 30 college credits equal to one year of experience.
Successful applicants will be highly organized, focused, detail‑oriented, and possess a calm demeanor and positive attitude. Must be a self‑starter who can work in a fast‑paced environment, request clarification and direction when needed, and function as a member of the team by working with other administrative and research staff to meet deadlines. Knowledge of university, state, and federal administrative procedures related to procurement, travel, and allowable costs is preferred.
Knowledge, Skills, Abilities
Knowledge of formal rules for composing a variety of business communications and a strong command of English grammar, punctuation, spelling, and arithmetic. Three writing samples are requested.
Comfort interacting with all types of faculty, scientists, staff, and guests with confidence, creativity, and maturity.
Ability to exercise initiative and resourcefulness necessary to prioritize multiple ongoing and new projects in a fast‑paced academic environment.
Ability to work independently as well as cooperatively with others; demonstrate professional, ethical, respectful, and courteous behavior when interacting with others.
Computer skills: Advanced knowledge of scheduling programs (Outlook) and MS Office (Word, Access, Excel, PowerPoint). Knowledge of basic office equipment and procedures; ability to locate information using various resources (WWW, telephone directory, etc.).
Based on the duties of this position, selected candidates are not eligible to participate in the Bargaining Unit (Union).
Equal Employment Opportunity Statement UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran’s status, or any other legally protected classification.
If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact HRDiversity@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.
#J-18808-Ljbffr