Staff Assistant

Posting Details

Job Posting Information

Job Posting Number

S397

Position Title

Staff Assistant

Class Title

Regular or Contingent II

Regular (PIN)

Desired Start Date

FLSA

Exempt

Salary Range

$53,000 - $63,000

Open Date

11/29/2022

Close Date

Open Until Filled

Yes

Duties and Responsibilities

Serves as the primary support for the Senior Director of Human Resources in completing projects, generating and analyzing internal reports and external reports for the Office of Human Resources.

• Exercises discretion and independent judgment in performing job duties.
• Confidentially assistant with Employee Relations matters that may have legal implications and other sensitive matters.
• Provide Administrative support in all matters pertaining to the scope of responsibility of the Senior Director of Human Resources, including preparation for meetings, maintaining spreadsheets on daily projects as appropriate.
• Drafts replies, as appropriate, to general inquiries which may require technical program knowledge.
• Reads and edits outgoing correspondence from Managers and other exempt level staff for procedural, typographical and grammatical accuracy and apprising the Senior Director of Human Resources of discrepancies or content related problems.
• Oversees filing systems for the Human Resources Office and otherwise functions as the Office Manager.
• Makes travel arrangements as required for meetings in and out of state as necessary.
• Coordinates the H-1 B and permanent (Green Card) Visa’s for New and continuing employees as appropriate with the University’s Immigration attorney.
• Completes reports through the ERP that include the Department of Legislative Services, USM reports (e.g. Personal Leave, Year End, Contingent Staff), Master List, Salary Book, PMP, ad hoc and miscellaneous reporting as requested.
• Serves a primary approver for the Personnel Authorization Consolidation Site ( PACS ).
• Serves as backup to the Employment Function which includes assisting with PeopleAdmin application tracking.
• Functions as a Retirement Coordinator for the Maryland State Retirement System and assists employees as appropriate; compiles retirement package and exit clearance package for resigning faculty and staff.
• Obtains Transcriptions, Criminal Background Feedback, Financial Disclosure information as needed from employees.
• Attends Staff Council Meetings and provides documentation in support of that meeting.
• Coordinates the Departmental request for staffing with the Temporary Agency and provide continuing oversight for the process.
• Assist with processing of the Disability Leave as appropriate and other retirement matters
• Assists in developing and updating the departmental budget on a spreadsheet, which includes making adjustments for supplies, and advertising.
• Coordinates the distribution of PMPs ensuring that supervisors establish yearly objectives, conducts mid-term reviews and completes end of review period PMP .
• Assists in routine administrative functioning of the office including scheduling and coordinating meetings; filing, answering the phone, training and supervising work-study students.

Minimum Qualifications

Education

A Bachelor’s Degree is required.

Experience

A minimum three (3) years of administrative support experience required.

Knowledge Skills and Abilities

Human Resources experience desirable. Comprehensive knowledge of and skill in the practical application of office practices, procedures, and equipment, of business English, spelling, punctuation, grammar, and arithmetic. Proficiency in use of Microsoft Office including, Power Point, and Excel; spreadsheet; knowledge of PeopleSoft or equivalent system. Skill in composing a variety of correspondence; in operating manual and automated office equipment. Must have excellent Customer Service, ability to project a professional and positive image; to interact with students, public officials and staff at all levels in a courteous and efficient manner; to plan, organize, prioritize, and executive complicated and continuing assignments without instruction; to manage office operations and staff.

Conditions of Employment

Please be advised, COVID -19 vaccinations are strongly encouraged but not required for eligible faculty and staff employed by Bowie State University. This protocol may be subject to change.

Special Requirement: A skill level assessment test will be administered to candidates on Microsoft Office 2016- Word, Excel, and PowerPoint.

Other

Non-Union Position.

BSU offers a generous benefits package, which includes 22 vacation days, 13 holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.

Position will start February 2023. For best consideration please apply by December 29,2022.

Posting Detail Information

Special Instructions to Applicant

Quick Link for Internal Postings

https://bowiestate.peopleadmin.com/postings/2195
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a bachelor's degree?
   • Yes
   • No
2. * Do you have a minimum three (3) years’ administrative support experience?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents