Administrative Assistant II, College of Health Professions

Towson University•Towson, MD

About The Position

Provides daily administrative support to the Department Chair in matters involving the Department, College, University, and external organizations. Manages the Chair’s calendar, schedules meetings, prepares meeting materials, and coordinates necessary follow-up activities. Organizes and maintains departmental records and files required for internal and external reporting. Manages time-sensitive, confidential, and sensitive administrative processes with appropriate discretion. Coordinates departmental meetings and events. Attends meetings as requested to provide administrative support, including attendance tracking, minute-taking, preparation and distribution of materials, and general troubleshooting. Responsible in managing and monitoring multiple departmental budgets. Conducts monthly budget reviews in collaboration with the Department Chair and College of Health Professions to support appropriate financial operations and accurate allocation of departmental resources. Processes and monitors financial transactions; develops and maintains Excel spreadsheets and other financial tracking tools; prepares budget, purchasing, and financial reports under appropriate supervision. Makes departmental purchases using the University ProCard, reconciles monthly statements, processes reallocations, prepares purchase orders, and processes invoices for payment. Assists faculty and the Department with supply purchases while ensuring compliance with university procurement policies and documentation requirements. Reviews and processes travel expense reports for faculty and students. Manages departmental TU Foundation accounts, including preparing deposits and payment requests, and provides administrative oversight and support for faculty grant accounts to promote compliance with applicable financial policies and effective allocation of funds. Serves as the primary administrative coordinator responsible for reports and documentation required by the Maryland Board of Nursing and nursing accreditation bodies. Coordinates the collection of required information and supporting documentation from faculty, staff, and other University offices; organizes and maintains regulatory and accreditation records; monitors reporting requirements and deadlines; and prepares reports and supporting materials for review and approval by the Department Chair and appropriate academic leadership. Research compiles, summarizes, and prepares data and information required for professional surveys, annual reports, accreditation reports, regulatory submissions, and other external reporting requirements. Maintains organized electronic and paper documentation to support accreditation reviews, regulatory reporting, site visits, program reviews, and other compliance activities. Tracks deadlines and follows up with appropriate individuals to ensure required information is received and reports are submitted in a timely manner. Oversee office operations, including internal communication, operational support, and guidance to student employees and other staff as needed. Follow-up on pending issues and deadlines with faculty, staff, students, and college/university employees. Maintain confidentiality and discretion with human resource-related tasks. Manage department equipment inventory, including coordination of equipment purchases, maintenance, tagging, disposal. Prepares adjunct faculty electronic employment contracts, full-time faculty offload contracts, mid-semester, summer, and special contracts. Support department with other administrative duties as needed. The work schedule for this position may include some evenings and weekends.

Requirements

High School Diploma or GED.
Three years of 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

Proficient in software systems (e.g., Stratus, Peoplesoft, Taleo).
Previous experience in an academic support office setting.
Demonstrated experience in budget management.
Ability to work effectively in multitasking environment.

Responsibilities

Provides daily administrative support to the Department Chair.
Manages the Chair’s calendar, schedules meetings, prepares meeting materials, and coordinates follow-up activities.
Organizes and maintains departmental records and files.
Manages time-sensitive, confidential, and sensitive administrative processes.
Coordinates departmental meetings and events.
Attends meetings to provide administrative support, including attendance tracking, minute-taking, and material preparation.
Manages and monitors multiple departmental budgets.
Conducts monthly budget reviews.
Processes and monitors financial transactions.
Develops and maintains financial tracking tools.
Prepares budget, purchasing, and financial reports.
Makes departmental purchases using the University ProCard.
Reconciles monthly statements, processes reallocations, prepares purchase orders, and processes invoices.
Assists faculty and the Department with supply purchases.
Reviews and processes travel expense reports.
Manages departmental TU Foundation accounts.
Provides administrative oversight and support for faculty grant accounts.
Serves as the primary administrative coordinator for reports and documentation required by the Maryland Board of Nursing and nursing accreditation bodies.
Coordinates the collection of required information and supporting documentation.
Organizes and maintains regulatory and accreditation records.
Monitors reporting requirements and deadlines.
Prepares reports and supporting materials for review and approval.
Compiles, summarizes, and prepares data and information for professional surveys, annual reports, accreditation reports, regulatory submissions, and other external reporting requirements.
Maintains organized electronic and paper documentation.
Tracks deadlines and follows up with appropriate individuals.
Oversees office operations, including internal communication and operational support.
Provides guidance to student employees and other staff.
Follows up on pending issues and deadlines.
Maintains confidentiality and discretion with human resource-related tasks.
Manages department equipment inventory.
Prepares adjunct faculty electronic employment contracts, full-time faculty offload contracts, mid-semester, summer, and special contracts.
Supports department with other administrative duties as needed.