Executive Administrative Assistant I, Merrick School of Business

University of Baltimore • Baltimore, MD

2d • Hybrid

About The Position

This position exercises considerable discretion and judgment and deals with sensitive and confidential matters providing critical support to the Dean, the Associate Dean, and the Assistant Dean at the Merrick School of Business in a wide range of activities and functions. This role functions with independence and anticipates what is needed in a variety of situations before being directed. The position includes scheduling and oversight of activities and documents associated with Association to Advance Collegiate Schools of Business (AACSB) maintenance of accreditation; the maintenance of faculty files; and the management and prioritization of the day-to-day issues that arise in the Dean’s Office, as well as their efficient and timely resolution. The Executive Administrative Assistant serves on the operations management team along with the Associate Dean, the Assistant Dean of Academic Affairs & Student Services, and the Senior Business Manager. This is an on-campus position, but it is eligible for up to two remote days per week of telework at the supervisor’s discretion.

Requirements

• High School diploma or GED.
• Four years of progressively responsible administrative and management support experience.
• 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.
• Ability to exercise discretion and maintain the highest level of confidentiality.
• Ability to work independently.
• Ability to multi-task and work cooperatively with others.
• Excellent oral, written and electronic communication skills as this position deals with a wide range of constituents.
• Proficiency in Microsoft Office, Microsoft Teams, Internet applications, and Outlook.
• Skill in using automated office equipment, networked computers, printers, copy equipment, voice messaging and telephone system.
• Basic knowledge of event planning.
• Detail oriented with the ability to establish and maintain effective working relationships with leadership, faculty, staff, students, vendors and the general public.
• Demonstrated ability to draft and edit documents independently.
• Must have the ability to quickly learn, be well organized, and possess the ability to handle multiple tasks and responsibilities at the same time.
• Demonstrated skill using Microsoft suite, particularly, Word, Excel and PowerPoint.

Nice To Haves

• Bachelor’s degree in business or related field.

Responsibilities

• Serve on the management team of the business school.
• Manage calendars for the Dean, the Associate Dean, and the Assistant Dean, including coordinating meeting dates and agenda for faculty senate, faculty reviews, senior staff and general staff meetings and reviews.
• Provide support for or independently complete new initiatives, such as those focused on staff development and emergency preparedness for the school.
• Support search teams for new hires, including coordinating visits for prospective faculty.
• Arrange travel and reimbursements as needed.
• General administrative functions include taking minutes, data filing system, etc.
• Maintain faculty files.
• Supervise student workers providing administrative support to the dean’s office.
• Communicate with internal and external constituents on a daily basis.
• Prioritize scheduling and follow up on requests made for meetings with the Dean.
• Handle confidential correspondence for the Dean, the Associate Dean, and the Assistant Dean, including the preparation of special reports and presentations.
• Respond to requests for information from senior management, employees, and general constituency; refer the requests/issues to appropriate staff and/or recommend action for resolution.
• Serve as the primary contact regarding MSB facilities.
• Coordinate and handle problems and requests for building needs.
• Submit work requests and ensure prompt follow-up.
• Interface with University partners regarding use of MSB-controlled spaces within the business center.
• Support the Senior Business Manager with procurement and management of supplies, services, and materials for the dean’s office using the University’s enterprise resource management system.
• Provide scheduling and oversight of all activities and documents associated with AACSB maintenance of accreditation, e.g. Assurance of Learning reporting working with the Associate Dean and use of faculty database software (Digital Measures) in collaboration with the Chair of the Faculty; provide feedback related to AACSB work products of staff to relevant personnel.
• Assist in training and development of staff in support of AACSB standards.
• Manage all aspects of event planning.
• Schedule, negotiate contracts with facilities providers, caterers, and equipment suppliers, and provide staffing for key business school events.

Benefits

• health plans
• life plans
• prescription plans
• dental plans
• tuition remission benefits
• paid leave (14 days of annual, 15 days of sick, 3 days personal, and 14-15 holidays)
• pension plan with employer contributions

What This Job Offers

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