Administrative Assistant I (Temporary)

University of Maryland Eastern Shore

2d • Onsite

About The Position

The Office of the Registrar at University of Maryland Eastern Shore (UMES) is seeking a full-time, temporary, contractual, non-exempt Administrative Assistant I. This is an initial six-month appointment, with potential for continuation based on funding availability. The role involves providing administrative support in a high-volume processing environment, emphasizing accuracy, integrity, timeliness, and compliance. Responsibilities include prolonged computer use for data entry, document imaging, and record maintenance, as well as providing front-line customer service to students, faculty, and staff, requiring professionalism and consistency. The position reports to the Assistant Registrar.

Requirements

• High School Diploma or GED
• 2 years experience providing administrative support.
• General knowledge of and skill in the practical application of generally accepted office practices and procedures.
• Ability to communicate effectively both orally and in writing.
• Ability to proofread and edit written documents.
• Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
• Ability to understand and follow oral and written instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
• 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.
• Ability to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.

Nice To Haves

• Demonstrated experience with data entry, document management, or records processing
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong attention to detail with a high level of accuracy
• Ability to manage multiple tasks and prioritize in a high-volume environment
• Strong customer service and communication skills
• Experience working in a Registrar’s Office or higher education setting
• Experience with Student Information Systems (e.g., PeopleSoft)
• Experience with document imaging and electronic records systems
• Knowledge of academic records policies, FERPA, and registrar processes
• Knowledge of general office practices and administrative procedures
• Ability to maintain accurate records and perform detailed data entry
• Ability to communicate effectively and professionally with diverse populations
• Ability to work independently within established procedures
• Strong organizational and time management skills
• Ability to handle confidential information with discretion

Responsibilities

• Serve as the primary front desk contact; screen and respond to phone calls, emails, visitors and walk-in inquiries, resolving routine matters and directing complex issues appropriately
• Enters, updates, and retrieves information as needed. Develop, maintain, and update electronic and paper filing systems in accordance with institutional retention, security, and FERPA requirements.
• Review incoming documents for completeness, accuracy, and proper authorization prior to processing.
• Perform high-volume data entry into the Student Information System (e.g., Oracle PeopleSoft) ensuring accuracy and compliance with academic policies.
• Compose responses to routine inquiries in accordance to general instructions and provide clear guidance to students, faculty, and staff regarding registrar processes and procedures.
• Utilize Microsoft Office (Word, Excel, Outlook) for tracking, reporting, and managing high-volume workflows and data logs.
• Maintain strict confidentiality of student records and sensitive information in compliance with federal and institutional regulations.
• Assist with general office operations including scheduling, supply coordination, gathers and consolidates background information for reports, utilizing available resources such as departmental files, policy and procedure documents, internet research, communication with internal and external contacts and administrative support tasks as needed.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
• Schedules and coordinates meetings and appointments. Prepares background and support materials following general instructions. May attend meetings and provide minutes.
• Performs other related duties as assigned.

Benefits

• Safe and Sick Leave Only
• Accrue Sick and Safe leave at the rate of 1 hour for every 30 hours worked up to a maximum accrual of 40 hours per calendar year.
• Carry over up to 40 hours of Sick and Safe leave per calendar year.
• Use up to 64 hours of accrued Sick and Safe leave per calendar year.
• Accrue up to a maximum of 64 hours of Sick and Safe leave in total at any time.
• Sick and Safe leave balances will be carried over for contract renewals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED