Administrative Assistant II

Administrative Assistant II  

 

PERSONNEL STATUS:     Regular/ Nonexempt

 

DEPARTMENT:                  Counseling

 

OPEN DATE:                       September 14, 2021   

 

CLOSING DATE:                October 15, 2021

 

Responsibilities:  To provide direct administrative support to the Department Chair, Program Coordinators, and all assigned members of the Department of Counseling by maintaining student records and information for all four (4) graduate programs.  Requests, collects, maintains, and retrieves departmental records and information for all faculty members and students in the department programs. 
Directly assists the Department Chair and Faculty with the daily functioning of the Department’s Programs (Counseling Psychology, Mental Health Counseling, School Counseling, and School Psychology) and programs with a high level of administrative and technical support.  Acts as liaison between the Department Chair, Faculty and College of Education.  Provides executive-level administrative support to the Department of Counseling directly supporting the Department Chair, Program Coordinators, and all members of the Department of Counseling. Handle all calendaring for the Department Chair.  Assist the Chair with scheduling of courses in PeopleSoft (Student Administrative Services) and other related matters involving Student Administrative Services. Coordinate all travel for Department Chair, Faculty, and student programs where necessary.  Review Faculty travel. Exercise independent judgment to relieve the Department Chair and Faculty of routine actions not requiring their immediate attention by investigating problems and determining solutions in order to make recommendations.  Provides superior reasoning, analytical ability, and skillful insight to examine, edit, and proofread manuscripts for public distribution. Efficiently serves as the office manager and intermediary with internal and external customers regarding institutional policies, procedures, and departmental graduate program expectations.  Ensures confidentiality of records and information with integrity.  Utilize research and data analysis to gather information to create departmental reports in a timely manner for institutional circulation and revise operating practices and policies to improve efficiency.  Establishes and maintains effective work relations with diverse stakeholders (leadership, staff, public).  Coordinate all logistical arrangements for meetings.  Attends and records monthly and ad-hoc meetings. Coordinate with Department Chair on budget management involving financial spending, requisition processing, and accountability of services rendered by vendors. Maintains budget account reports including reconciliation and all follow-up actions in an ethical manner. Assume responsibility for maintenance of office equipment, including computers and copy machines.  Maintain office supplies by checking inventory and ordering items as needed.  Demonstrates superior organization skills and dedication to completing projects in a timely manner.

 

Qualifications:  High school diploma required.  A minimum of three (3) years administrative experience.  A comprehensive knowledge of Blackboard, PeopleSoft Financials, Student Administrative Services system, Zoom, Microsoft Teams; Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat, and various computer programs as needed; operates office equipment such as personal network computers and printers, facsimile machine, copy equipment, electronic mail system and telephone equipment.  Comprehensive knowledge of clerical responsibilities; sensitivities to confidential documents and student file as it relates to the Department of Educational Studies and Leadership; ability to work as a team member and independently; office environment must look professional, and one’s behavior must exhibit professionalism towards students, staff, faculty, and the public.

 

Conditions of Employment: A skills level assessment will be administered to candidates on Microsoft 2016 Word, Excel, and PowerPoint.  Please be advised, COVID-19 vaccinations will be required for all eligible students, faculty and staff returning to USM institutions this fall.

 

SALARY:  $37,863-$49,000                                        GRADE:  9

 

APPLICATION:  Interested and qualified applicants should go to https://bowiestate.peopleadmin.com/ to apply online.  Paper application submissions will not be considered.

 

Office of Human Resources

Bowie State University

14000 Jericho Park Road

Bowie, MD  20715

  Bowie State University is an Equal Opportunity/Affirmative Action Employer

Auxiliary aids and services for individuals with disabilities are available upon request. Please contact the University’s EEO Officer at 301-860-3442.

 

In accordance with the Cleary Act of 2000, you are advised to contact the Bowie State University Campus Police Office for Disclosure of Criminal Incidents that occur on our campus.