Administrative Assistant II

Department

The Hilltop Institute The Hilltop Institute conducts research and policy analysis to support health care financing and delivery system reform in Maryland and other states. With access to an extensive onsite data repository that includes Medicaid and Medicare administrative data, hospital discharge data, nursing home assessment data, and all-payer claims data, Hilltop conducts qualitative and quantitative analysis to inform health care payment, program design, monitoring, and evaluation. Hilltop is seeking team members with a passion for our mission to advance the health and wellbeing of vulnerable populations.

Position Overview

The Hilltop Institute is seeking an Administrative Assistant II to oversee and coordinate the daily administrative operations of its office. This position serves as the key liaison between executive leadership, staff, external partners, and UMBC. Responsibilities include managing daily office tasks, maintaining staff calendars, and scheduling travel arrangements. The incumbent will also serve as the property custodian for Hilltop’s sensitive and capital equipment, playing a critical role in safeguarding protected health information and compliance under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Why Work at UMBC?

UMBC offers competitive compensation. This role starts at $23.35 per hour and has 14 days of vacation as well as winter break, spring break, and personal days for regular full time roles. Tuition remission is also available. What is it like to work at UMBC? Check out Glassdoor or Indeed. For 16 years in a row UMBC has been recognized as a Great College to Work For!

Telework

This position is expected to report in-person.

Responsibilities

• Managing the office desk, greeting and escorting visitors, managing phone calls, scheduling meetings, and performing clerical tasks like mail distribution, updating and maintaining mailing lists, and ordering office supplies
• Organizing and administering procedures and schedules for hybrid work and shared workstations, assisting in virtual meeting setup, and coordinating with Facilities Management, Shipping & Receiving, and other vendors
• Updating and maintaining the calendars of multiple Hilltop Directors
• Coordinating orientation schedules and onboarding/offboarding procedures for student assistants and staff
• Scheduling & booking travel arrangements for staff as well as external clients visiting campus using the University’s CONCUR travel system
• Maintaining records and following procedures according to the University’s policies regarding adding and disposing of inventory items
• Recruiting, hiring, and training student staff to help maintain front office coverage during operating hours
• Working with the Policy Analyst for Institutional Development to ensure effective communication within the office, including disseminating important information and updates
• Assisting in event coordination, including stakeholder meetings
• Performing other duties as assigned

Required Minimum Qualifications

Requires a High School Diploma or GED and three years’ experience providing administrative support.

Preferred Qualifications

The ideal candidate will possess the following:

• Bachelor's Degree
• Four years' experience enforcing office security protocols, using office automation software, and operating manual and automated office equipment
• Ability to establish and maintain effective working relationships
• Ability to present ideas and information clearly and concisely both orally and in writing