Senior Administrative Assistant II, Vice President of Instruction

Employer: Community College of Baltimore County

Location: Essex, Maryland, United States

Salary: Competitive Salary

Date posted: Jul 15, 2025

Position Type: Administrative, Academic Affairs, Executive, Chief Academic Officers & Provosts

Employment Level: Mid-Level

Employment Type: Full Time

Class Description

The purpose of this class is to perform complex and confidential professional administrative assistant work supporting the Provost, Vice President of Instruction. Compensation within the posted range is determined by a candidate's education level and/or years of experience in the field. Generally, employees are hired in the lower third of the scale.

Minimum Requirements

Associate’s degree required, Bachelor’s degree preferred. Six (6) years’ experience working as an Executive/Senior Administrative Assistant supporting Executive Leadership is required. Experience in higher education preferred. Proficient in all Microsoft Office Suite software. Advanced knowledge of business English, spelling, punctuation, arithmetic, grammar, and standard business formats for correspondence, report preparation, techniques and procedures. A demonstrated ability to accurately compose effective and varied correspondence such as letters, forms, professional and technical reports and minutes in a timely manner. Applicants must complete and pass a Microsoft Office 365 exam (Typing, Word, and Excel) as well as a Business Writing Test. Please apply by best consideration date of July 30, 2025.

Class Specific Essential Duties

• Maintain the orderly and efficient operation of the office of the Provost and Vice President of Instruction.
• Compose final reports and correspondence; process various office forms.
• Answer telephone and provide general information to the public.
• Assist with special projects and reports, as required.
• Prepare and analyze reports, produce departmental communications, as required.
• Assist in planning special events, such as meetings, conferences, ceremonies.
• Remain knowledgeable about the College, its structure, culture, policies, and practices.
• Serve as point of contact for internal and external organizations.
• Serve as an advocate for the College and its students, as required and serves as liaison between College departments, faculty and/or staff, as required.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.

Position Specific Essential Duties

• Provide administrative support to the Provost, Vice President of Instruction to address confidential matters including, but not limited to, union issues, personnel action forms (PAFs), constituent issues, legal issues, etc.
• Type, edit, draft, and assemble correspondence, reports, and other materials for review and signature. Proofread, correct spelling, grammar, and punctuation as needed to prepare finished documents. Arrange delivery of completed documents and may hand-carry materials to other locations as directed.
• Assemble information in preparation for meetings and coordinate the logistics for the Dean’s meetings, retreats, and other major meetings/events. Prepare, assemble and distribute meeting materials for each meeting. Serve as the conduit for researching Dean’s related issues, as requested. Take accurate minutes and distribute to noted constituents.
• Monitor and manage the budget under the Provost, Vice President of Instruction oversight and maintains financial and accounting records. Prepare and process payment of invoices/purchase orders and investigate any discrepancies associated with billings.
• Determine which matters should come to Provost’s attention and which should be forwarded to another person. Ensure cooperation with other departments as appropriate.
• Assist in planning special events, including meetings, receptions, and ceremonies, to include collaboration with other departments and their representatives regarding logistics.
• Screen mail, telephone calls and visitors. Respond to routine and non-routine inquiries; provide general information or answers to questions.
• Ensure required files are being maintained.
• Evaluate and investigate student inquiries on behalf of the Provost and prepare a draft response to urgent matters for review before dissemination.
• Attend meetings as required.
• Work cohesively with other members of the Office of Instruction to complete all required projects and tasks on time.
• Provide exceptional customer service to internal and external customers. Assist to resolve problems and ensure cooperation with other departments and agencies.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.