Administrative Assistant II, Dr. Nancy Grasmick's Office (Part-Time) - Contractual

Towson University•Towson, MD

About The Position

Provide comprehensive administrative support to Dr. Nancy Grasmick and the office, using technology to improve administrative processes, workflow efficiency, and office operations. Research, analyze, and summarize information for reports, presentations, and special projects, and prepare correspondence, documents, reports, presentations, and other materials accurately and professionally. Coordinate meetings, schedules, and special events, including arrangements for space, food, audio-visual needs, and transportation. Arrange travel and complete related administrative follow-up and recordkeeping. Assist with budget tracking, account monitoring, and preparation of invoices, Towson University financial documents, and financial reports. Manage the complex schedule for the Presidential Scholar, including appointments, meetings, and procedures. Keep all involved parties informed, optimize schedules, communicate reminders and notifications, document scheduling activities, and prepare materials needed for appointments and meetings. Use advanced technological features to address office needs and maintain and optimize electronic filing and document management systems. Screen and prioritize incoming communications, calls, and visitors. Serve as a liaison with internal and external stakeholders, provide information, and facilitate communication. Anticipate needs, resolve routine matters independently, and support smooth office operations.

Requirements

High school diploma or GED.
Three years of experience providing administrative support.
General knowledge of and skill in applying generally accepted office practices and procedures.
Ability to communicate effectively orally and in writing.
Ability to proofread and edit written documents.
Skill with computer software such as word processing, spreadsheets, databases, presentation programs, Internet, email, and calendaring software.
Ability to understand and follow oral and written instructions.
Ability to interact courteously and efficiently with internal and external parties.
Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
Additional related experience and formal education that provide the required knowledge, skills, and abilities may substitute for education or experience requirements on a year-for-year basis, except for qualifications established by law; 30 college credits are equivalent to one year of experience.

Nice To Haves

Strong ability to leverage technology to improve organizational processes and operational efficiencies.
Ability to manage confidential and sensitive information with discretion.
Exceptional organizational skills and attention to detail.
Ability to work independently, exercise sound judgment, and proactively solve problems.
Familiarity with Apple systems and devices such as Mac computers and iPhones.
Familiarity with Towson University colleges, administrative organization, and personnel.
Familiarity with Towson University accounting, personnel, and reporting systems.

Responsibilities

Provide administrative support to Dr. Nancy Grasmick and the office.
Use technology to improve administrative processes, workflow efficiency, and office operations.
Research, analyze, and summarize information for reports, presentations, and special projects.
Prepare correspondence, documents, reports, presentations, and other materials accurately and professionally.
Coordinate meetings, schedules, and special events, including procuring space, food, audio-visual needs, and transportation.
Arrange travel and complete related administrative follow-up and recordkeeping.
Assist with budget tracking, account monitoring, and preparation of invoices, Towson University financial documents, and financial reports.
Manage the Presidential Scholar’s complex schedule, including appointments, meetings, and procedures, while informing involved parties and optimizing schedules.
Communicate with individuals on the Presidential Scholar’s schedule by making reminder calls, sending notifications, and documenting scheduling activities.
Prepare materials needed for appointments and meetings.
Use advanced technological features to address office needs and maintain and optimize electronic filing and document management systems.
Screen and prioritize incoming communications, calls, and visitors.
Serve as a liaison with internal and external stakeholders, provide information, and facilitate communication.
Anticipate needs, resolve routine matters independently, and support smooth office operations.