Administrative Assistant II (Contractual)

Towson University•Towson, MD

About The Position

This role involves a wide range of administrative and building support duties. The Administrative Assistant II will maintain departmental ProCards, perform reconciliations and audits, and manage records. They will handle general clerical duties, conduct supply inventories for student-facing services, and manage incoming communications. Key responsibilities include scheduling meetings, preparing materials, recording minutes, coordinating reservations for conference rooms and other library spaces, and ordering office supplies within budget. The position also involves assisting with budget reports, managing SharePoint content, updating the library website, and collecting/summarizing data. Additionally, the role may involve guiding other office support staff, suggesting process improvements, and proofreading documents. The assistant will contribute to team goals regarding library accessibility, manage building access, and serve as a liaison with external service providers like ABM and facilities management. They will also handle work orders, track ID access, and coordinate housekeeping services. Furthermore, the role requires participation in library and university initiatives, serving on committees, and contributing to accessibility efforts.

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.
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.

Nice To Haves

Bachelor’s degree in English, communication, or related fields

Responsibilities

Maintain a departmental ProCard; performs monthly reconciliations, reallocations, audits, and maintains records.
Performs general clerical duties of the administrative department.
Conducts supply inventory for student facing services including large format printing, interlibrary loan, and Library of Things.
Receives and screens telephone calls; provide assistance to students, faculty, and other visitors in the Administrative Office.
Schedule, prepare materials and record minutes for meetings.
Coordinate and manage conference room and lobby reservations.
Orders office supplies within budget allotment and maintains records of supply inventories.
Attends and records minutes from Leadership Council meetings.
Arranges and places catering orders for departments.
Assist Executive Administrative Assistant with budget reports and Stratus financials.
Organizes and maintains information in SharePoint, which meets department needs and satisfies the requirements for retention and information security.
Update and maintain content for the library website.
Collect, summarize, and provide information in various formats, such as spreadsheets, charts, and graphs for departmental needs.
May provide guidance and instruction to other office support staff.
Offer suggestions to process improvement changes to streamline procedures.
Revise a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
Actively contributes to completion of team goals regarding accessibility in the library.
Manage reservations for administrative conference rooms, filming requests and other library spaces include the lobby and the Kirmani Circle.
Cross-train on building and desk opening/closing procedures to assist with emergencies or unplanned closures.
Partner with Director of Organizational Development, Library IT, and others to prepare new employee work areas.
Serve as a liaison to ABM, Access Control, GuardaWorld and facilities.
Serve as key coordinator and maintains key distribution and inventory records for library employees.
Assist Access Services in opening the library on set days.
Correspond regularly with non-library units located in the facility.
Manage work orders and service requests for repairs and services.
Maintain database to track completion of work orders and service requests.
Partner with supervisor and library staff to provide oversite of the cleanliness of the building.
Submit requests for housekeeping services and supplies.
Coordinate directly with ABM supervisor re housekeeping updates in the building.
Submit requests and tracks ID access to building for employees and students.
Submit requests for parking codes for visitors and guests.
Participates in and contributes cooperatively to outreach, marketing, assessment, diversity, curriculum and other library and university initiatives as appropriate.
Serve on library, university, and University System of Maryland committees related to areas of responsibility.
Contributes to the accessibility team by providing feedback, support and ideas that impact physical and digital accessibility.
Performs related duties and responsibilities as assigned.