Administrative Assistant II

Job Posting:

JR100508 Administrative Assistant II (Open)

Department:

Institutional Advancement, JM

Position Type:

Non-Regular Fixed Term (Fixed Term)

Open Date:

01-08-2025

Close Date:

01-29-2025

$31.25 per hour

Job Description:

Under the direction of the Assistant Vice President (AVP) for Institutional Advancement (IA) the Administrative Assistant will assist with daily administrative tasks, and support office tasks.

Principal Responsibilities:

• Manage AVP’s expenses and reporting to the Business Manager.
• Maintain the Assistant Vice President’s calendar, arrange meetings, and prepare documents and briefs pertaining to those meetings.
• Record AVP’s contact reports using Advance (USM) database.
• Arrange meetings for IA staff, take meeting minutes, prepare agendas, and ensure refreshments when required.
• Maintain important files for the AVP as well as files pertaining to general office function and Foundation Board management.
• Serve as the point of contact for the Foundation Board members, coordinate board meeting logistics and materials, take meeting minutes.
• Prepare correspondence for the AVP as needed.
• Assist with office events including alumni events, signature events, receptions, and fundraisers.
• Prepare requisitions, disbursements and other documents needed to pay vendors.
• Assist AVP in onboarding new team members ss needed.
• Provides administrative support to ensure efficient operation of the Division of Institutional Advancement and Foundation Office.
• Serve as the first point of contact for the office, answer phones, receive guests, and schedule meetings.
• Carry out administrative duties such as filing, typing, copying, and scanning.
• Make travel arrangements for AVP and senior staff such as arranging conference registration and booking hotels.
• Maintain supplies inventory and anticipating needs.
• Process payment of invoices through the campus’ procurement software.
• Other projects and duties as assigned.

Note:
The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Education:
High School diploma. A bachelor’s degree is preferred.

Experience:
At least two to five years of experience providing administrative support.

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.

Skills, Knowledge and Abilities:

• Knowledge of Microsoft Office programs including Word, Excel, Outlook, PowerPoint and Adobe.
• A high level of professionalism in all exchanges
• Self-motivated with strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• A high level of discretion and strong decision-making skills.
• Be able to work effectively with a team and with many diverse constituencies in a university environment.
• Have a high level of personal integrity and emotional intelligence.
• Have a commitment to lifelong learning and professional growth.

Additional Job Information:

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.