Executive Administrative Assistant I

2 weeks ago

Bowie, United States Bowie State University Full time

General Responsibilities:

* Provide complex administrative secretarial and clerical support to the Office of the Provost. Serves as Executive Assistant to the Leadership in the Office of the Provost.
* Arrange meetings and conferences as required.
* Schedule interviews and appointments where relevant and as requested.
* Edit, proofread and format a variety of documents and materials created by management and other staff members.
* Maintain paper and electronic filing systems; sort out documentation for filing, and conduct periodic purging of the filing system.
* Record all paperwork submitted to the Office of the Provost after review and signature by the Provost Office Leadership.
* File administrative personnel documents.
* Supervise screening of telephone calls and visitors to the office.
* Prepare relevant documentation for reimbursement of expenditure incurred through the utilization of the corporate and Diners Club cards issued to the Associate Provosts.
* Attend meetings and record minutes upon request.
* Coordinate travel requests (including airline and hotel reservations and ground transportation arrangements) for the Office of the Provost and other personnel when required, and prepare relevant documentation with regard to requests for reimbursement.
* Liaise with other departmental administrative assistants as required to support the general management and administrative offices.
* Provide back-up support to the Staff Assistant in his/her absence.
* Independently handle other routine matters as appropriate.

General Duties:

* Assist, where required, in coordinating logistical activities (student/faculty contracts, budget processes [budget transfers, expenditure/revenue transfers, budget monitoring], purchase requisitions, travel arrangements) for grant and state-funded programs.
* Assist, where required, in coordinating logical activities (students' contingent requisitions/contracts, faculty overloads, pay letters, purchase requisitions) for grant and state-funded programs.
* Proof and edit proposals and other administrative documentation prior to dissemination/submission.
* Input position descriptions into the Human Resources PeopleAdmin system as required.
* Maintain inventory of the office's stationery and replenish inventory as required. (including replenishing of stationery for the Office of International Education and Student Services).
* Liaise with DIT and other external vendors with regard to troubleshooting of office equipment; source required office equipment as required and prepare the relevant documentation for ordering equipment and supplies.
* Assist with varying students' issues as necessary.
* Provide administrative assistance to other departments/individuals where required.

Other Duties as Assigned:

* Provide a high level of executive and administrative support and handle matters of a highly confidential and/or sensitive nature.
* Maintain open lines of communication with internal and external constituents on behalf of the office of the Provost.
* Act, where required as backup to the Staff Assistant in undertaking the relevant timesheet entry for the Provost and Vice President for Academic Affairs.
* Brief the Leadership (Provost/Associate Provosts) and Staff Assistant on matters which require immediate or continuous attention.
* Reply to routine inquiries as directed.
* Assist in the administration of policies and procedures, including packaging new hire paperwork and forwarding to the Provost for review and approval.
* Assist in maintaining employment contracts for faculty.
* Assist in maintaining tenure review schedule and coordination of faculty notifications.
* Assist in the preparation and dissemination of Annual Full-time Salary Notification Letters.
* Periodically audit all faculty records maintained for accuracy, current information and other documents as required.

Minimum Qualifications

These are the job duties for required of the position

Education

* High School Diploma or GED required.
* Associate Degree in Administration would be an asset.

Experience

* Minimum three (3) years of administrative office support experience required.
* Experience in a higher education setting preferred.

Knowledge Skills and Abilities

* General knowledge of, and skilled in the practical application of generally accepted office practices and procedures.
* Ability to communicate effectively both orally and in writing.
* Ability to proofread and edit written documents.
* Ability to understand and follow oral and written instructions.
* Skills in various computer software packages, such as word processing, spreadsheets, databases, and presentation programs, internet, email and calendar software.
* Ability to independently undertake events planning and coordination.
* Basic knowledge of research and reporting methods and techniques used in conducting studies, as well as in collecting, compiling, analyzing, and organizing data and information of analytical, statistical and mathematical principles and techniques used for performing computations, and presenting information in chart and graph forms.
* Ability to interact effectively with internal and external parties in a courteous and efficient manner.
* Ability to effectively plan, organize, prioritize and execute multiple and continuing assignments with general instructions. Experience with MS Office suite (Word, Excel, PowerPoint) and PeopleSoft (preferred).

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.

Must pass a Criminal Background Check

Other

BSU offers a generous and comprehensive benefits package, which includes 22 vacation days, 13 holidays, 15 sick days; comprehensive medical, dental, and vision insurances, flexible spending account, and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools, winter and spring breaks.

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