Administrative Assistant II - HPWS /CARE

University of Maryland•College Park, MD

11d•Onsite

About The Position

The purpose of the position is to provide administrative assistance to the University Health Center (UHC) and specifically the administrative and project-based needs of the Health Promotion and Wellness Services (HPWS), Care to Stop Violence (CARE) Faculty and Staff Assistance Program (FSAP), Occupational Health, Physical Therapy and Registration related services. Additionally, the Administrative Assistant would enhance the customer service experience of our patients, clients and visitors, serving those who visit the Health Center. This is an in-person position that requires working at the front desk, greeting and directing the patients, clients and visitors. Under general supervision, provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and involves considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequence of error.

Requirements

EDUCATION: High School Diploma or GED
EXPERIENCE: 3 years experience providing administrative support.
OTHER: Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.
REQUIRED KNOWLEDGE/SKILLS/ABILITIES: General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effective 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.
OTHER: 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

Must be detail-oriented and able to work on multiple projects simultaneously; must have the ability to follow through and complete tasks with minimal supervision.
Excellent customer service and interpersonal skills are essential.
Excellent organizational and clerical skills.
Employees must be skilled in operating office equipment; in managing filing systems; in maintaining confidentiality and handling sensitive matters with discretion and tact; and in interacting with students, faculty, and staff at all levels in a courteous and efficient manner.
A high level of professionalism.
Must be able and willing to adapt to change quickly.
Adaptability and willingness to learn new tasks and procedures.
Must be willing to learn Electronic Medical Records systems to assist with appointment scheduling.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
Experience using social media and other communication platforms is desirable.

Responsibilities

Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.
Drafts and signs routine correspondence and replies to inquiries which do not require technical program knowledge.
Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.
Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background material.
Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
Assists in preparing and administering department budget by updating accounts, and running periodic reports.
Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.
May provide guidance and instruction to other office support staff.