Administrative Assistant II, Department of Kinesiology

Towson University•Towson, MD

About The Position

The Administrative Assistant II supports the Department of Kinesiology by managing administrative, financial, customer service, office operations, and equipment inventory functions. The position maintains department files and reports, develops Excel spreadsheet databases, processes and monitors financial transactions, reviews travel expense reports, coordinates meetings and events, and supports purchasing and account oversight in accordance with applicable policies. It also provides front-line assistance to students, faculty, visitors, and other members of the university community; coordinates correspondence and routine communications; monitors classroom technology and maintenance issues; and supports department operations and academic scheduling activities as needed. The role provides guidance to student employees and other staff as needed, follows up on pending issues and deadlines, and handles human resource-related tasks with confidentiality and discretion. The position also manages department equipment, including purchases, maintenance, tagging, disposal, and lending programs. Other administrative duties are performed as needed.

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 packages, including word processing, spreadsheets, databases, presentation programs, Internet, email, and calendaring software.
Ability to understand and follow oral and written instructions.
Ability to interact effectively and courteously with internal and external parties.
Ability to plan, organize, prioritize, and execute multiple continuing assignments with general instructions.
Additional related experience and formal education that provide the knowledge, skills, and abilities required for full performance may substitute for education or experience requirements on a year-for-year basis; 30 college credits are equivalent to one year of experience.

Nice To Haves

Proficiency in systems such as Stratus, Peoplesoft, and Taleo.
Experience in an academic support office setting, including budget work and working in a multitasking environment.
Excellent customer service, communication, and problem-solving skills.
Ability to work independently and collaboratively while managing multiple tasks, prioritizing responsibilities, and meeting deadlines.
Ability to interact with the public, employees, and students in a courteous, respectful, and efficient manner.
Dependability, self-motivation, and pride in serving as the professional face of the department.
Positive, customer-focused attitude and a polished, business-professional appearance when representing the department and organization.
Willingness to be creative, develop efficient practices and systems, and learn new skills.
Ability to multitask, attend to key details, shift priorities as needed, and maintain confidentiality.

Responsibilities

Organize and maintain files and reports related to personnel, budgets, purchasing, and inventory.
Develop and maintain Excel spreadsheet databases and produce reports under supervision.
Maintain the department budget by processing and monitoring financial transactions.
Review and approve faculty and student travel expense reports.
Arrange and coordinate department meetings and events.
Attend meetings as requested to provide sign-in support, take minutes, and troubleshoot general issues.
Assist with departmental and faculty supply purchases using the P-Card, ensuring procurement-policy compliance and accurate documentation.
Manage TU Foundation accounts and oversee faculty grants, ensuring compliance with financial policies and supporting effective fund allocation.
Answer phones and respond to program inquiries, providing customer service to students, faculty, and visitors.
Triage student, faculty, and visitor needs, provide basic information about department programs and college or university policies and procedures, and make appropriate referrals when needed.
Manage incoming and outgoing correspondence and draft routine, general, non-technical communications to faculty, staff, and students.
Monitor classroom technology and maintenance issues and report them to the appropriate department.
Oversee office operations, including internal communication, operational support, and guidance to student employees and other staff as needed.
Follow up with faculty, staff, students, and college or university employees on pending issues and deadlines.
Maintain confidentiality and discretion when handling human resource-related tasks.
Manage department equipment inventory, including coordinating purchases, maintenance, tagging, and disposal.
Oversee iPads, Swivels, and equipment lending programs.
Assist as needed with schedule building in CLSS, room reservations, parking, adjuncts, offload, and additional compensation contracts.
Perform other administrative duties in support of the department as needed.