Job Specification Information
Job Posting Number
Alumni Administrative Assistant II
Regular or Contingent II
Desired Start Date
$40,609 - $50,000
Open Until Filled
Duties and Responsibilities
- Edits, formats, and revises a variety of documents and
materials created by others. Proofreads for grammatical,
typographical and basic content errors.
- Converts rough copy and drafts to final version quality
reports, presentations, and documents. Includes incorporating edits
from multiple reviewers, adding graphics and effects to
presentations, and applying campus style guidelines.
- Drafts and signs routine correspondence and replies to
inquiries which do not require technical program knowledge.
- Develops, implements, and maintains paper and electronic filing
systems which meet department needs and satisfy requirements for
retention and information security. Enters, updates, and retrieves
information as needed. Creates reports as needed.
- 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 material.
- 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.
- Makes all necessary arrangements for travel and independently
performs required administrative follow-up and recordkeeping.
- Assists in preparing and administering department budget by
updating accounts, and running periodic reports.
- Acts as intermediary for supervisor, interacting with
officials, staff at all levels and the public. Provides information
requiring comprehensive knowledge of institutional policies,
procedures, and special departmental issues.
- Anticipates supervisor’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 supervisor.
- May provide guidance and instruction to other office support
These are the job duties for required of the position
A High School Diploma or GED required. Some college
A minimum of three (3) years of demonstrated experience in an
administrative support role required. Experience planning or
managing events in a university or large nonprofit setting is
strongly preferred. The position requires initiative, strong
interpersonal and analytical skills, attention to detail and a
customer service orientation. The work environment includes working
with diverse populations including, but not limited to, volunteers,
students, senior executives and the public is a key success
Knowledge Skills and Abilities
The prevailing candidate will provide exceptional internal and
external customer service to key constituents of the Division of
Institutional Advancement, including Bowie State University alumni,
students, volunteers, donors, faculty, administration, staff and
vendors. The Administrative Assistant is a public-facing position
that responds to inquiries with good judgment, discretion, and
professional courtesy, facilitating warm handoffs to the
appropriate stakeholders when necessary.
The administrative assistant will also provide data management and
reporting support, assist in the tracking and management of unit
and project budgets, and provide accurate data entry into the
alumni database to maintain and update alumni and donor records.
They will managing registrations for events and assist the Sr.
Director prepare of event collateral such as nametags,
attendee lists, briefing materials, etc.
Conditions of Employment
A skills level assessment will be
administered to qualified candidates on Microsoft 2016 Word, Excel,
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.
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
Posting Detail Information
Special Instructions to Applicant
Quick Link for Internal Postings
Required fields are indicated with an asterisk (*).
- * Do you have a High School Diploma or GED?
- * Do you have a minimum of three (3) years of demonstrated
experience in an administrative support role?
- Cover Letter/Letter of Application