Alumni Administrative Assistant II

Posting Details

Job Specification Information

Job Posting Number

S388NE

Position Title

Alumni Administrative Assistant II

Class Title

Staff

Regular or Contingent II

Regular (PIN)

Desired Start Date

10/02/2023

FLSA

Non-Exempt

Grade/Range

$40,609 - $50,000

Open Date

08/29/2023

Close Date

Open Until Filled

Yes

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 staff.

Minimum Qualifications

These are the job duties for required of the position

Education

A High School Diploma or GED required. Some college preferred.

Experience

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 factor.

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

Special Requirement: A skills level assessment will be administered to qualified 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/3169

Pass Message

Fail Message

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a High School Diploma or GED?
   • Yes
   • No
2. * Do you have a minimum of three (3) years of demonstrated experience in an administrative support role?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents