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Administrative Assistant II for Programs

Employer
Bowie State University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 10, 2023


Posting Details

Job Specification Information

Job Posting Number

S340NE

Position Title

Administrative Assistant II for Programs

Class Title

Staff

Regular or Contingent II

Regular (PIN)

Desired Start Date

FLSA

Non-Exempt

Grade/Range

$39,232 - $51,966

Open Date

04/10/2023

Close Date

Open Until Filled

Yes

Duties and Responsibilities

The Department of Natural Sciences is seeking excellent candidates for Administrative Assistant II for Programs. The successful candidate will provide a variety of complex and confidential administrative and clerical support, communicate information on behalf of the Department Chair, and provide overall support of the Chair, faculty, staff and students, and for the Department’s degree programs, with special focus on graduate programs

Our student-focused department requires a candidate with strong commitment to providing academic support to promote excellence in teaching and research, as well as a great appreciation for a conducive environment in which experiential learning and strong research activity can thrive to support our current models for high-impact practice in undergraduate and graduate STEM education.

The candidate:
· Assists in the management of assigned programs and coordinates the supervision of the Department of Natural Sciences’ operational unit, especially for the administration of graduate programs. Assists in the planning and implementation of new or revised programs, procedures, practices and organization.
· Assists in, conducts studies and analyses of programs, organizations, procedures, or systems of limited scope, or assists senior specialists in projects that are more complex.
· Collects, compiles, and organizes data pertinent to various ongoing studies. Analyzes, summarizes, and communicates this information to appropriate officials.
· Assists in the preparation of final reports, recommendations, and other information resources for the improvement of the organizational element or its programs.
· Assists in planning and coordinating administrative activities, such as the formulation and preparation of the organization’s budgets, grant proposals, and project proposals.
· Consults with program head and administrative officials regarding policies, trends, and interpretation of data and program needs following specific instructions.
· Conducts basic efficiency, time and cost studies and analyses of work processes and systems. Prepares simple statistical tables and charts, staffing patterns, work flow and organization charts.
· Establishes effective communication channels and acts as liaison between the program and officials within and outside the institution.
· Provides complex administrative secretarial and clerical support; exercises discretion and independent judgment; reads and edits outgoing correspondences for accuracy and style.
· Exercises initiative in establishing and revising complex and sensitive filing systems; enters, updates, and retrieves information stored in files and databases; customizes special reports.
· Performs administrative functions of the office by maintaining the calendar; maintains the Department of Natural Sciences budget; prepares budget transfers and expense vouchers for approval. Maintains inventory records; completes purchase requisitions and orders.
· Inputs classes and prepares semester course offering spreadsheet; performs timely submission of faculty forms and reports.
· Schedules and coordinates meetings and special projects; coordinates departmental meetings and assists in preparation of agendas and documents, minutes, researches, analyzes, and summarizes information and source materials for reports independently and communications findings orally and in writing.
· Prioritizes multiple projects while maintaining attention to detail, follow up on ongoing matters, and meet deadlines; maintains all departmental records physically and in the cloud; acts as intermediary for supervisor; anticipates supervisor’s course of action when absent and facilitates problem resolution.
· Interacts with officials, staff at all levels and the public courteously and efficiently.
· Ensures confidentiality of information.
· Performs other duties as assigned.

Minimum Qualifications

These are the job duties for required of the position

Education

An Associate’s Degree is required. A Bachelor’s degree is preferred.

Experience

Two years’ experience in administrative staff work.

Knowledge Skills and Abilities

· Excellent communication and interpersonal skills, leadership ability, and demonstrated ability to work in teams.
· Must demonstrate the capability to use new technology to increase productivity for the workplace. Must work independently with a strong work ethic, with an appreciation for innovation and performance improvement.
· Must have an ability to multi-task and meet deadlines as required.
· Experience working with various stakeholders, such as students, faculty, staff, and administrators.
· Experience working with underrepresented minorities in STEM .
· Experience in managing grants and large budgets preferred.
· Strong candidates will be a team player, possess leadership potential, and have experience with minorities in STEM .

Conditions of Employment

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

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

Other

This is a union position.

Bowie State University offers an excellent benefits package! This includes tuition remission including eligible dependents; choice of medical/vision plans, Carefirst BC/BS, United Health Care and Kaiser plans, dental, prescription, and life insurance, training and development, EAP ; and as eligible generous leave package including sick/bereavement, annual, personal; and winter and spring breaks.

Posting Detail Information

Special Instructions to Applicant

Quick Link for Internal Postings

https://bowiestate.peopleadmin.com/postings/2726

Pass Message

Fail Message

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have an Associates Degree?
    • Yes
    • No
  2. * Do you have a minimum two (2) years of administrative staff work experience?
    • Yes
    • No
Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. Letter of Reference 1
  2. Letter of Reference 2
  3. Letter of Reference 3
  4. LinkedIn Profile


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