Administrative Assistant II, Department of Instructional Leadership & Professional Development (ILPD)

Towson University•Towson, MD

About The Position

General Administrative Duties: Supports administrative processes involved in the execution of ILPD’s graduate programs year-round. Communicates with the Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, and Auxiliary Services. Collaborates with administrative staff in the Dean’s Office and throughout the COE as necessary. Works closely with the department chair, graduate program directors, and the Towson Learning Network to create semester course schedules and monitor cohort progressions. Develops and maintains paper and electronic filing systems for departmental procedures and processes. Maintains and updates contact lists for students and faculty. Responds to email, phone, and in-person inquiries which may or may not require substantive program knowledge and refers questions to appropriate personnel. Budget and Finance: Closely monitors the department’s budget, including state-side, external grant and TU Foundation funds, and manages these funds with the department chair. Facilitates purchasing. Maintains good standing as Procurement Card holder with the University. Prepares adjunct and full-time faculty contracts, additional compensation forms, reimbursement forms, and travel forms. Employment and Hiring: Provides support for new and adjunct faculty during the hiring process, as well as during the transition into the department. Maintains thorough and accurate employment records for the department. Coordinates with the Office of Human Resources and the College of Graduate Studies to shepherd onboarding of graduate assistants. Communication and Marketing: Edits, formats, and revises a variety of documents and materials created by others. Creates and revises materials to advertise ILPD programs and events to current and incoming students, faculty/staff, and alumni. Maintains student and alumni databases, and promotes event participation and program recruitment through communication with students and alumni. Attends tabling events for program recruitment. Events: Coordinates logistics for departmental events, to include: reserving venues; communicating with Events & Conference Services, Catering, and Parking; organizing catering; communicating with event facilitators and participants.

Requirements

High school diploma or GED.
3 years of experience providing administrative support.
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.
General knowledge of and skills in the practical application of typically accepted office practices and procedures.
Ability to communicate effectively, both orally and in writing.
Ability to proofread and edit written documents.
Proficiency in Microsoft Office, especially software for word processing, spreadsheets, database, presentation programs, and calendaring.
Ability to interact effectively with internal and external parties in a professional, efficient, and courteous manner.
Ability to plan, organize, prioritize, and implement multiple and continuing assignments.
Ability to work independently following instructions on specific tasks and to work effectively as part of a team.
Affinity for collaboration with colleagues.

Nice To Haves

Experience using PeopleSoft/Stratus or equivalent software.
Prior experience with or interest in graphic design.
Willingness to ask questions and suggest improvements to departmental processes.

Responsibilities

Supports administrative processes involved in the execution of ILPD’s graduate programs year-round.
Communicates with the Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, and Auxiliary Services.
Collaborates with administrative staff in the Dean’s Office and throughout the COE as necessary.
Works closely with the department chair, graduate program directors, and the Towson Learning Network to create semester course schedules and monitor cohort progressions.
Develops and maintains paper and electronic filing systems for departmental procedures and processes.
Maintains and updates contact lists for students and faculty.
Responds to email, phone, and in-person inquiries which may or may not require substantive program knowledge and refers questions to appropriate personnel.
Closely monitors the department’s budget, including state-side, external grant and TU Foundation funds, and manages these funds with the department chair.
Facilitates purchasing.
Maintains good standing as Procurement Card holder with the University.
Prepares adjunct and full-time faculty contracts, additional compensation forms, reimbursement forms, and travel forms.
Provides support for new and adjunct faculty during the hiring process, as well as during the transition into the department.
Maintains thorough and accurate employment records for the department.
Coordinates with the Office of Human Resources and the College of Graduate Studies to shepherd onboarding of graduate assistants.
Edits, formats, and revises a variety of documents and materials created by others.
Creates and revises materials to advertise ILPD programs and events to current and incoming students, faculty/staff, and alumni.
Maintains student and alumni databases, and promotes event participation and program recruitment through communication with students and alumni.
Attends tabling events for program recruitment.
Coordinates logistics for departmental events, to include: reserving venues; communicating with Events & Conference Services, Catering, and Parking; organizing catering; communicating with event facilitators and participants.