"Executive Administrative Assistant I"

Position Overview

The person filling this position will contribute to the mission by providing executive level administrative support to the Dean of Students office to help ensure the smooth functioning of the office and to contribute to its continual improvement. The Executive Administrative Assistant will be expected to handle sensitive and confidential information with great discretion, as well as confidential student related information.

Why Work at UMBC?

UMBC offers competitive compensation. This role starts at $48,138 to $63,764 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 15 years in a row UMBC has been recognized as a Great College to Work For!

Telework

A hybrid telework schedule may be available.

Responsibilities

• Maintain the Dean of Students (DoS) calendar, scheduling appointments and coordinating all details for meetings.
• Assist with reviewing, tracking, and organizing incoming referrals to the Dean of Students and Retriever CARE.
• Manages daily tracking of calls, emails and visits to the Deans of Students Office, ensuring appropriate referral and resolution of all matters requiring follow-up.
• Provide supervision to two-administrative assistants in their roles and functions supporting units within the Dean of Students Portfolio, to include hiring, training and guidance, and performance evaluation. As well as coordinate student employee support of DoS office.
• Collaborate with DoS and campus partners to plan and coordinate campus programs.
• Manage logistics including room reservations, set-up arrangements, equipment, catering, ordering related supplies, and event materials.
• Make travel arrangements and prepare appropriate travel forms for leaders in the Dean of Students portfolio, including e-travel requests, registrations, bookings, and reimbursements.
• Manage office supply purchases, machine maintenance, shredding services, and other office related functions.
• May include occasional weekend and after-hours support of DoS programs.
• Regularly handle matters of a highly confidential or sensitive nature. Ensures confidentiality of information.

Required Minimum Qualifications

High School Diploma or GED. Four years of secretarial experience. Role may require occasional weekend and after-hours support of DoS programs. Note: Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work 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 Qualifications

Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment: of business English, spelling, grammar, and arithmetic; of USM policies and procedures and the institution’s purpose, goals, and procedures. Working knowledge of and skill in the use of computer programs including Microsoft suite, Google suite, WebEx Teams, and BOX. Skill in composing a variety of correspondence; operating office equipment; managing filing systems; gathering and summarizing information; maintaining confidentiality; Handling sensitive matters with discretion and tact; Interacting with students, families, public, faculty and staff with courtesy and effectiveness; 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 office and institution; To make effective oral presentations; To keep an individual's dignity central in all interactions.

Background Screening Statement

A background check will be required.

Special Instructions to Applicants

Upload a cover letter and a resume.

Closing Date

Open Until Filled

Benefits

UMBC offers a rich benefits package including the following for nonexempt regular employees. Generous Leave which includes accruing the following for full time positions: 14 Days of Annual Leave (increases with years of service); 15 Days of Sick Leave; 15 Holidays; 3 Personal Days. Tuition Remission: 8 credit hours per semester; Tuition remission at UMBC for eligible dependents after two years of FT employment. Additional Benefits: Life and disability insurance; Retirement/Pension plan; Professional development opportunities; Wellness opportunities; & Much more.

Salary

Pay Range $48,138 - $63,764 based on the University System of Maryland (USM) Pay Program. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, Memorandum of Understanding, USM Board of Regent policies, internal equity, budget and qualifications and experience. Most salary offers will be close to the minimum part of the range.

Hours

Full-time

Type

Regular

FLSA Status

Nonexempt

Equal Opportunity Statement

UMBC is an Affirmative Action/Equal Opportunity Employer. Applications from women, minority group members, veterans and individuals with disabilities are encouraged to apply.

Title IX

As an institution that receives federal financial assistance, UMBC adheres to Title IX and does not discriminate on the basis of sex. For more information about Title IX and contact information for Title IX Coordinator click here.

Accommodation

If you require a reasonable accommodation for a disability for any part of the employment process, please contact the Human Resources Department at 410-455-2337 or MD TTY Relay Service 1-800-735-2258 between 8:30 a.m. and 4:00 p.m. Monday through Friday.

Work Authorization

As required by the 1986 Immigration Act, be prepared to present acceptable documentation upon hire showing your identity and that you are a U.S. citizen or an alien who is authorized to work.