Administrative Assistant II - SOM Office of the Dean

The University of Maryland School of Medicine (SOM), Office of the Dean, is currently recruiting an Administrative Assistant II. Under general supervision, provides executive level secretarial and administrative assistance to a key executive or official as designated by the institution. Incumbents regularly handle matters of a highly confidential or sensitive nature. Level allocation is based on criteria as established by the institution. The position requires strong judgment, discretion, and adaptability. The position supports both routine and special projects, provides reliable backup to the Senior Executive Assistant and other team members.

**Please note: This posting** **will be close once we receive 50 applications and may close earlier than the posted closing date.**

Benefits: Non-Exempt Regular

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program (pension), effective on your date of hire. Non-exempt regular staff receive a generous PAID leave package that starts with 14 days of vacation accrued per year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and time for community service; comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

Primary Duties:

1. Prepare meeting materials such as briefing documents, slide decks, agendas, directions, and other logistical information.
2. Manage complex executive calendars and support high-profile meeting coordination, including virtual components, technical setup, and room preparation.
3. Serve as the primary point of contact for Dean's Suite of Offices, greeting visitors, managing calls, prioritizing inquiries, sorting and distributing mail.
4. Support and perform administrative functions including document management, DocuSign workflows, presentation preparation (including PowerPoint), and coordination of special projects.
5. Maintain office operations, including directories, journal subscriptions, and suite organization.
6. Coordinate conference room use and availability, Facilities, and IT requests.
7. Assist with reimbursements and Concur travel/expense processing and tracking.
8. Perform additional administrative and office support duties as assigned to ensure smooth and efficient daily operations.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Qualifications

Qualifications:

Education: High School Diploma or GED.

Experience: Three (3) years of 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:

Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar, and arithmetic; of UMS policies and procedures and the institution's purpose, goals, and procedures. General knowledge of and skill in the use of word processing, databases, and spreadsheet software to produce documents and maintain information. Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction. Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.

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.

Preferred:

Experience with Adobe Acrobat and Zoom/Webex.

Preferred experience working to support executive level positions/leaders.

Based on the duties of this position, selected candidates are not eligible to participate in the Bargaining Unit (Union).

Hiring Range: $48,780.48 - $53,658.53 (pre-probation); ($50,000 - $55,000 post probation)