"Administrative Assistant II - CURE/Title III (Contingent II - Grant Funded)"

Job Details

Job Posting:
JR101470 Administrative Assistant II - CURE/Title III (Contingent II - Grant Funded) (Open)

Department:
BSU Natural Sciences, JM

Position Type:
Non-Regular Fixed Term (Fixed Term)

Open Date:
11-06-2025

Close Date:
Not specified

Salary:
$50,000 - $60,000

Job Description:

CURE is seeking excellent candidates for the role of Administrative Assistant. The successful candidate will provide a variety of complex and confidential administrative and clerical support, communicate information on behalf of the Director, and provide overall support to the Director, faculty, staff, students, and the Activity’s academic and research programs, with special focus on graduate and undergraduate research initiatives.

Our student-focused Activity requires a candidate with a strong commitment to providing academic and operational support to promote excellence in teaching, research, and community engagement. The ideal candidate will appreciate and foster a conducive environment in which experiential learning, interdisciplinary collaboration, and high-impact research activity can thrive, supporting our current models for excellence in STEM education.

Responsibilities:

The Administrative Assistant will manage assigned programs and coordinate the supervision of CURE’s operational unit, including the administration Course-based Undergraduate Research Experiences, Science Learning Labs (Tutoring Program), Careers in Health Program, and all associated CURE initiatives. The successful candidate must be committed to continuous performance improvement and training in all aspects of high-impact practices and innovative research pedagogy, including but not limited to CUREs, Freshman Research Initiatives (FRIs), research adoption in the curriculum, non-traditional labs, research education, and research integrity. Where necessary and as often as needed, the administrative assistant will undertake appropriate training and professional development to remain equipped to carry out his or her role effectively. Remaining at the cutting edge requires familiarity and expertise with project management tools, marketing tools, and data analysis tools. The Assistant will also be responsible for initiating or contributing to reporting responsibilities, including all administrative responsibilities, program implementation, student engagement, continuous performance improvement, and implementing feedback from stakeholders as needed. The Assistant will support the CURE Activity Coordinator to implement, track, and improve upon the following tasks:

• Assist with strategic alignment by translating organizational goals into actionable administrative workflows.
• Assist with cross-functional coordination to ensure seamless collaboration across departments, teams, and external partners.
• Assist with time and priority management using scheduling tools, deadline tracking, and workload balancing.
• Assist with digital infrastructure optimization by maintaining shared drives, databases, and cloud-based systems.
• Assist with executive support including calendar management, travel coordination, and confidential communications.
• Assist with policy and compliance tracking to ensure adherence to internal protocols and external regulations.
• Assist with stakeholder communications through clear, empathetic, and timely updates, reports, and briefings. This includes managing and updating the CURE website and all other reporting milestones as needed.
• Assist with data integrity and reporting by managing inputs, audits, and performance dashboards.
• Assist with onboarding and personnel logistics including orientation materials, access setup, and documentation.
• Assist with event and convening logistics such as registration, speaker coordination, and venue preparation.
• Assist with continuous improvement tracking by documenting feedback, lessons learned, and process enhancements. This includes the preparation of final reports and impact reports for federal and grant agencies and programs. This also includes assisting with program evaluation and assessment, the distribution of surveys, data collection, and analysis for program evaluation and continuous improvement.
• Assist with budget and resource monitoring through expense tracking, procurement coordination, and reconciliation. This includes the preparation of the Activity’s budgets, grant proposals, and project proposals.
• Assist with technology integration by leveraging platforms for automation, collaboration, and workflow efficiency. This includes prioritizing multiple projects while maintaining all Activity records physically and in the cloud.
• Assist with crisis and change management by supporting contingency planning and adaptive communication strategies. This includes acting as an intermediary for supervisor and anticipating the supervisor’s course of action and facilitating problem resolution as needed.
• Assist with professional development support by coordinating training, mentorship, and performance review systems.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• Institutional Systems & Research Ethics: Knowledge of platforms like Workday, grant management systems, and principles of research ethics and integrity.
• Program Operations & Organizational Structures: Understanding of how large-scale programs function, including scheduling, reporting, and cross-unit coordination.
• Professional Standards & Protocols: Familiarity with administrative protocols, confidentiality practices, and documentation standards in complex organizations.

Skills

• Professional Communication: Skill in drafting clear, precise correspondence, reports, and presentations; editing for tone, accuracy, and style.
• Digital Fluency: Proficiency in Microsoft Office, Google Workspace, project management tools (e.g., Trello, Asana), and virtual platforms (Zoom, Teams).
• Calendar & Meeting Management: Skill in scheduling, coordinating agendas, preparing minutes, and supporting hybrid convenings and special projects.
• Data & Records Management: Ability to maintain sensitive databases, filing systems, and performance tracking tools with attention to detail and confidentiality.
• Budget & Grant Support: Skill in tracking expenditures, preparing budget transfers, and supporting compliance and audit documentation.
• Event & Travel Coordination: Ability to plan logistics for workshops, showcases, and advisory meetings; manage travel and reimbursements.
• Website & Social Media Maintenance: Skill in updating digital platforms with current events, deadlines, and strategic communications.

Abilities

• Multitasking & Deadline Management: Ability to manage competing priorities, meet deadlines, and follow through on ongoing matters with precision.
• Stakeholder Engagement: Ability to interact professionally with students, faculty, staff, administrators, and external partners.
• Independent Judgment & Discretion: Ability to exercise initiative, handle confidential information, and make decisions aligned with organizational goals.
• Process Improvement & Innovation: Ability to assist in revising procedures, implementing new initiatives, and leveraging technology for increased productivity.
• Leadership & Team Collaboration: Demonstrated leadership potential with a growth mindset, strong interpersonal skills, and ability to work both independently and in teams

Minimum Qualifications:

• HS Diploma (minimum qualification); B.S. or higher in STEM is preferred

Preferred Qualifications:
Not Currently Available

Conditions of Employment:
Not Currently Available

Additional Job Information:
Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave and annual leave; 10 paid holidays per year, tuition remission and supplemental retirement.

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to: Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.