Administrative Assistant II

Towson University•Lexington, MA

12d

About The Position

Academic initiatives duties: Supports administrative processes involved in the execution of programs including academic year and summer. Communicates with the Office of Financial Aid, Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, Student Housing, and Auxiliary Services for the purpose of administering programs. Collects and compiles applicant information through online forms. Reviews applications for completeness and manages routine communication about application process with student applicants and their faculty mentors. Administrative Duties: Reserves appropriate venues for research events. Communicates with Events and Conference Services, Catering, and University Parking. Rearranges light classroom furniture (tables and chairs), prepares audio/visual equipment and organizes catering for events including set-up and take down as needed. Maintains good standing as Procurement Card holder and Diners Card holder with the University and completes the necessary reallocation and reconciliation paperwork. Cooperates with administrative staff of academic departments to complete the necessary paperwork for expenses related to student and faculty research and travel. Facilitates purchasing. Serves as Cost Center Manager for OURCI. Acts as a representative for the Office of Human Resources to assist onboarding of student workers by completing the necessary paperwork. Manages access to, and upkeep of, OURCI, and other units at 10 West Burke Ave. Submits and tracks equipment and maintenance requests for the offices. Data recording and processing duties: Monitors application processes, compiles applications received through online forms and forwards to the appropriate decision-making committees. Maintains and updates mailing lists for faculty and students. Keeps systematic records of participation and outcomes. Responds to requests from university units for data related to research. Communications duties: Responds to email, telephone, and in-person inquiries which may or may not require technical program knowledge and refers questions to appropriate personnel. Edits, formats, and revises a variety of documents and materials created by others (i.e., emails/letters, PowerPoint presentations, etc.). Proofreads for grammatical, typographical, and basic content errors. Manages the permissions for the cloud-based drives (SharePoint, OneDrive, etc.). Manages the permissions for the relevant email groups. Edits and updates web pages, proofreads information for grammatical, typographical, and content errors. Marketing duties: Creates documents to advertise the programs, events, and student achievements to current and incoming students, as well as to faculty and staff. Compiles student mailing lists to advertise the opportunities, working collaboratively with the appropriate Student Affairs programs. Distributes hard copies around the campus, when appropriate; posts electronic announcements in TU Today and on university electronic signs. Organizes and attends tabling events. Coordinates with TU Marketing & Communications regarding information and scheduling for university news stories highlighting students' achievements.

Requirements

High school diploma or equivalent.
Three years of experience providing administrative support.
The selected candidate must have skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
The candidate should possess advanced office skills including excellent communication skills; ability to work independently; ability to manage scheduling of large university-level events; ability to interact with students, staff, and faculty at all levels in a courteous and efficient manner; and ability to plan, organize, prioritize, and execute multiple complex and continuing assignments 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

Prior experience in a college or university setting.
Experience using PeopleSoft/Stratus or equivalent software.
Bachelor’s degree.

Responsibilities

Supports administrative processes involved in the execution of programs including academic year and summer.
Communicates with various offices for the purpose of administering programs.
Collects and compiles applicant information through online forms.
Reviews applications for completeness and manages routine communication about application process with student applicants and their faculty mentors.
Reserves appropriate venues for research events.
Communicates with Events and Conference Services, Catering, and University Parking.
Rearranges light classroom furniture (tables and chairs), prepares audio/visual equipment and organizes catering for events including set-up and take down as needed.
Maintains good standing as Procurement Card holder and Diners Card holder with the University and completes the necessary reallocation and reconciliation paperwork.
Cooperates with administrative staff of academic departments to complete the necessary paperwork for expenses related to student and faculty research and travel.
Facilitates purchasing.
Serves as Cost Center Manager for OURCI.
Acts as a representative for the Office of Human Resources to assist onboarding of student workers by completing the necessary paperwork.
Manages access to, and upkeep of, OURCI, and other units at 10 West Burke Ave.
Submits and tracks equipment and maintenance requests for the offices.
Monitors application processes, compiles applications received through online forms and forwards to the appropriate decision-making committees.
Maintains and updates mailing lists for faculty and students.
Keeps systematic records of participation and outcomes.
Responds to requests from university units for data related to research.
Responds to email, telephone, and in-person inquiries which may or may not require technical program knowledge and refers questions to appropriate personnel.
Edits, formats, and revises a variety of documents and materials created by others (i.e., emails/letters, PowerPoint presentations, etc.).
Proofreads for grammatical, typographical, and basic content errors.
Manages the permissions for the cloud-based drives (SharePoint, OneDrive, etc.).
Manages the permissions for the relevant email groups.
Edits and updates web pages, proofreads information for grammatical, typographical, and content errors.
Creates documents to advertise the programs, events, and student achievements to current and incoming students, as well as to faculty and staff.
Compiles student mailing lists to advertise the opportunities, working collaboratively with the appropriate Student Affairs programs.
Distributes hard copies around the campus, when appropriate; posts electronic announcements in TU Today and on university electronic signs.
Organizes and attends tabling events.
Coordinates with TU Marketing & Communications regarding information and scheduling for university news stories highlighting students' achievements.