"Executive Administrative Assistant I"

The University of Maryland, Baltimore (UMB) has an exciting opportunity for a professional to serve as an Executive Administrative Assistant I to a highly successful, large basic science department under new leadership. This position is privy to sensitive and personal information--the highest level of confidentiality, professionalism and discretion is expected at all times. This position will report directly to the Chair.

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, effective on your date of hire. Non-exempt regular staff receive a generous PAID leave package that starts with 11 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.

This is an on-site position; telework may be considered in exceptional cases on an as-needed basis.

This position requires an individual who is a self-starter, resourceful, and can anticipate the needs of the chair. The successful candidate will be able to accomplish this, in part, by having excellent speaking skills, writing skills, being detail-oriented, and being able to plan, organize, prioritize, and execute complicated and continuing assignments without instruction. The candidate selected will:

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 the receipt and submission of faculty APT (Appointment, Promotion, and Tenure) packages; process other faculty appointment changes including volunteer appointments, secondary appointments. In collaboration with the department administrator, process postdoc appointments, renewals, stipend adjustments; may assist with visa / international work authorization.
• Coordinate the 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 routine thank yous, congratulations, sympathy notes/flowers/ gifts; process reimbursements as appropriate.
• Maintain and archive official department records (e.g., meeting minutes, organizational charts, reports, policy documents).
• Prepare and review correspondence, charts, forms, manuscripts, grants, etc. using programs such as Microsoft Word and PowerPoint; format references following publisher guidelines; may use reference/citation software. Proofread correspondence for format, typographical and grammatical accuracy, and conformance with procedures and guidelines (federal, publisher, etc.).
  In collaboration with the chair, maintain up-to-date CV, biographical sketch, and other support documentation. Ensure that information in these documents agrees and are prepared in accordance with (sponsor/university) guidelines, call discrepancies to chair's attention.
• Obtain a Corporate Purchasing Card (CPC); process operational expenses for chair including subscriptions; conference registrations, dues; research supplies and equipment and maintain required records according to university/federal policies; prepare and process other requests for payment/reimbursement (e.g., travel reimbursement, PUR01, PUR02)
• Greet visitors and screen telephone calls, taking care of routine matters. Answer inquiries following general instructions and departmental procedures.
• Make travel arrangements following general instructions and keep records of travel itinerary. Prepare and submit travel requests and expense reports in a timely manner and which follow campus policies and procedures. Primary responsibility for chair travel and reimbursements; responsible for non-employee guests of the department as needed.
• Under general supervision, coordinate events hosted in the department. This may include locating and scheduling AV equipment, identify caterers and select menus, locating appropriate conference rooms/auditoriums, guest travel, and related tasks mentioned in this requisition, etc.
• Enters, updates, and retrieves information stored in files, including the alumni, key donor, and stakeholder databases.
• Other general administrative duties such as errands, filing, photocopying, general library work, and preparing bulk mailings as assigned.

Qualifications

MINIMUM QUALIFICATIONS:
EDUCATION: High School Diploma or GED.
EXPERIENCE: Four (4) years secretarial experience.
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.

Successful applicants will be highly organized, focused, detail-oriented, and possess a calm demeanor and positive attitude. Must be a self-starter, able to work in a fast-paced environment, requesting clarification and direction when needed. Expected to 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 the primary duties of this position (e.g., procurement, travel, allowable costs, etc.) 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 required. Three writing samples are requested.
• Comfort in 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 the ability to work 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) programs required; knowledge of basic office equipment and procedures, ability to locate information using a variety of resources (eg. WWW, telephone directory, etc.)

Hiring Range: $53,658.53 - $63,414.63 per year (Commensurate with education and experience)