Executive Admin Assistant II

University of Maryland Global Campus • Adelphi, MD

1d • Onsite

About The Position

Under general supervision, provides executive level secretarial and administrative assistance to a key executive or official as designated by the institution. Incumbents regularly handle matters of a highly confidential or sensitive nature. Level allocation is based on criteria as established by the institution.

Requirements

• High School Diploma or GED.
• Six years secretarial experience, one year of which was providing primary secretarial support to a key administrator.
• 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.
• Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar, and arithmetic; of UMS policies and procedures and the institution's purpose, goals, and procedures.
• Thorough knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information.
• Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction.
• Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.

Responsibilities

• Prepares and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using typewriter and/or automated office equipment.
• Proofreads materials.
• Composes replies to general inquiries requiring comprehensive program knowledge.
• Signs important correspondence frequently without instruction or review.
• Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness.
• Corrects and calls deviations or inadequacies to writer's attention as deemed appropriate.
• Exercises independent judgement and initiative in establishing and revising complex and sensitive filing systems.
• Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• 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 materials.
• 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.
• Schedules appointments and engagements without prior clearance.
• Makes arrangements and coordinates all details for meetings.
• Assures that executive is fully briefed before meetings on matters to be considered.
• May attend meetings and prepare notes.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively.
• Assists in preparing and administering departmental budget.
• Acts as intermediary for executive, interacting with officials, staff at all levels, and the public.
• Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
• Anticipates executive'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 executive.
• Ensures confidentiality of information.
• Provides guidance and instruction of office support staff.
• Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.

Benefits

• 14 days of paid vacation
• 15 days of sick leave
• 3 personal days
• 16 paid holidays (17 during general election years)
• Access to health care, medical with vision, dental, and prescription plans for both individuals and families, effective from the 1st of the month following your hire date.
• Term Life Insurance
• Accidental Death and Dismemberment Insurance
• Long-Term Disability (LTD) Insurance
• Flexible Spending Accounts for medical and dependent care expenses.
• Tuition Remission for Collegiate and Regular Staff.
• Spouses and dependent children are eligible for undergraduate tuition remission after two years of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED