Executive Administrative Assistant I

University of Maryland Eastern Shore • Princess Anne, MD

40d

About The Position

The Office of the General Counsel invites applications for a full-time, non-exempt position with benefits. The position reports directly to the General Counsel. Under general supervision, provides executive level secretarial and administrative assistance to the General Counsel. Due to confidentiality, privilege and other ethical duties required of personnel within the Office of General Counsel, the position requires compliance with all ethical responsibilities in the handling of confidential matters. In addition, this position may provide additional support to the Office of the President on an as-needed basis.

Requirements

• EDUCATION: High School Diploma or GED.
• EXPERIENCE: Four years secretarial experience.
• 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.
• 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.
• General 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

• Maintains matter and case management file system and database(s), including organization and intake of all internal and external matters/projects, cases and official inquiries/matters of administrative and governmental agencies, including but not limited to the University System of Maryland, DOL, EEOC, OCR, and DOJ.
• Serve as contact/legal liaison between General Counsel and requestors and/or university units for requests pursuant to the Maryland Public Information Act and maintain all public information act database(s) and log(s).
• Establishes, monitors and maintains case files. Documents all communications with clients
• Maintenance of licensing requirements and renewals for General Counsel, including but not limited to monitoring and reporting of Continuing Legal Education Requirements and payment of Bar dues and other expenses for multiple jurisdictions.
• Serve as contact/legal liaison between General Counsel and UMES faculty and staff/academic and administrative departments on all matters, including but not limited to internal and external investigations, discovery preparation and trial preparation.
• 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.
• 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.
• 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.
• Performs other related duties as assigned.

Benefits

• UMES offers exciting opportunities for professional growth. Generous benefits include health benefits (medical, prescription, dental, flexible spending accounts), Retirement (State or Optional Retirement Plan with Fidelity or TIAA), Supplemental Retirement Accounts (TIAA, Fidelity, or MSRP-Nationwide) with $600 annual state match, Life Insurance (state sponsored MetLife, USM sponsored MetLife Plan, life insurance and long-term disability insurance), Tuition Remission, Employee Assistance Program, paid holidays, paid leave (Exempt positions start at 22 days annual, non-exempt positions start at 11 days annual per year, sick leave 15 days per year, personal leave 3 days per year). Overtime, shift-differential and on-call pay (non-exempt positions only).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees