Executive Administrative Assistant II

Department: College of Engineering and Information Technology, Dean's Office

Position Overview: The Executive Administrative Assistant II provides advanced, high‑level operational and coordination support to the Dean of the College of Engineering and Information Technology (COEIT). The role requires independent judgment, exceptional discretion, and a comprehensive understanding of the College’s academic, research, and administrative priorities. The incumbent manages a wide range of sensitive and confidential matters; coordinates key initiatives and activities requiring cross-college and cross-university engagement; and serves as a liaison to government and industry partners and external stakeholders engaged in COEIT’s mission, ensuring effective communication and coordination in the broader innovation ecosystem.

Why Work at UMBC? UMBC offers competitive compensation. This role starts at $29.48 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: A hybrid telework schedule may be available.

Responsibilities:

Executive Support & Strategic Coordination

• Prepare, edit, and finalize high visibility correspondence, reports, presentations, and briefing materials requiring comprehensive knowledge of COEIT’s programs, initiatives, and strategic direction. Leverage LLM-AI tools effectively, with exacting attention to attribution and factchecking.
• Conduct research, analyze information, and synthesize materials to support the Dean’s decision making, including preparing summaries, background documents, and recommendations. Leverage LLM-AI tools effectively, ensuring synthesized content is properly confirmed and thoroughly referenced.
• Manage the Dean’s complex and rapidly evolving schedule and key performance indicator timelines, ensuring alignment with institutional priorities, research initiatives, external partnerships, and university- and system level commitments.
• Anticipate potential obstacles and ensure the Dean is fully briefed on issues, commitments, and stakeholder perspectives prior to meetings and engagements.

College-Level Coordination and Project Support

• Coordinate key initiatives, activities and workflows that require alignment across departments, centers, and administrative units, ensuring timely progress, clear communication, and that the Dean’s priorities are advanced consistently.
• Track deadlines, deliverables, and follow‑up actions for projects involving multiple departments, centers, and external partners.
• Support coordination of accreditation‑related activities, strategic planning processes, advisory board engagements, and major college‑wide initiatives.
• Support coordination of faculty actions (promotion and tenure, sabbatical requests, hiring documents) across departments and in conjunction with the Provost’s Office of Faculty Affairs.
• Maintain project documentation, timelines, and status updates to ensure the Dean has accurate, actionable information.
• Initiate and manage timely and accurate communication across the College and with internal and external partners to ensure a high degree of transparency and stakeholder awareness of key issues within the college, the university, and the system.
• Facilitate two-way communication and information flow between the Dean’s Office and academic departments, research centers, administrative units, and campus partners, especially with respect to activities that require cross-college coordination for success.

Event and Meeting Coordination

• Plan and coordinate high‑level meetings, retreats, workshops, and events hosted by the Dean’s Office, including agenda development, briefing preparation, logistics, and follow‑up actions.
• Manage arrangements for visits from external partners, advisory board members, government officials, and industry collaborators.
• Plan and coordinate admitted student recruiting events (with admissions) and visits from local middle and high school students (with Shriver Center and other campus constituents).
• Ensure that events and engagements reflect the professionalism and strategic priorities of the Dean’s Office and the College.
• Coordinate student interactions and student organization engagement
• Document follow-up action and ensure timely completion of commitments arising from meetings and events.

Other Executive Coordination duties as assigned

• Across all responsibilities, confidentiality and professional judgement are required. The Executive Administrative Assistant II must handle sensitive and confidential information with the highest level of professionalism and discretion. The EAAII must exercise independent judgment in resolving issues, prioritizing competing demands, and managing matters requiring a nuanced understanding of COEIT’s academic and research environment.

Required Minimum Qualifications:

• High school diploma or GED
• Six years secretarial experience, one year of which was providing primary secretarial support to a key administrator
• Must have strong proficiency with MS applications, including Word, Excel, PowerPoint, One Note; Google applications including Gmail, Calendar, Docs, Sheets, Slides, Drive, Chat, Meet; Webex and Zoom applications, including relevant transcription tools.

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:

• Associate's or Bachelor's Degree
• Demonstrated ability to manage complex administrative and coordination functions in a fast-paced, high-visibility academic environment.
• Exceptionally strong written and verbal communication skills (in English), with the ability to prepare and edit professional documents with accuracy and clarity.
• Proven ability to exercise independent judgment, prioritize competing demands, and manage confidential information.
• Ability to interact effectively with senior leaders, faculty, staff, students, and external partners.
• High-level proficiency with office technologies, information systems, and productivity software. Experience with AI assisted writing (e.g., Grammarly or MS Editor). Experience with file management tools including Google Drive and Box.

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 11 (minimum: $29.48 / maximum: $31.49) 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. The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Hours: Full-time

Type: Regular

FLSA Status: Nonexempt