Administrative Assistant II

1 week ago

State University, United States Bowie State University Full time
Job Posting:
JR100375 Administrative Assistant II (Open)
Department:
Teaching, Learning & Professional Development, PM
Position Type:
Regular
Open Date:
09-16-2024
Close Date:

Job Description:
Provide direct administrative support to the Department Chair and members of the Department of Teaching, Learning and Professional Development by maintaining student records and information for the graduate and undergraduate programs. Request, collects, maintains, and retrieves departmental records and information for all faculty members, and the students in the education program.

Responsibilities:
  • This full-time, on campus-position directly assists the Department Chair with the daily functioning of the Department's Programs (Undergraduate and Graduate Programs) and programs with a high level of administrative and technical support.
  • Acts as liaison between the Department Chair and faculty and College of Education.
  • Provide comprehensive dministrative support to the Department of Teaching, Learning, and Professional Development directly supporting the Department Chair, Director for Graduate programs and members of the Department of Educational Studies and Leadership.
  • Handle the Department Chair's calendar;
  • Assist the Chair with scheduling of courses and other related matters using our campus software;
  • Assist with adjunct faculty contracts;
  • Coordinate travel for Department Chair;
  • Review faculty travel;
  • Exercise independent judgment to relieve the Department Chair of routine actions not requiring immediate attention by investigating problems and determining solutions in order to make recommendations.
  • Provide 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 undergraduate and graduate program expectations;
  • Ensures confidentiality of records and information with integrity;
  • Uses research and data analysis to gather information to create departmental reports timely 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 departmental and additional 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. Demonstrates superior organization skills and dedication to completing projects in a timely manner.

Minimum Qualifications:
  • Three to five (3-5) years of administrative assistant experience in an institution or company with 20+ departmental employees
  • A comprehensive knowledge of Blackboard, PeopleSoft, Zoom, MicroSoft Teams; Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and various applications 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 institutional policies and procedures in relation to departmental issues
  • Use of campus software such as WorkDay, PeopleSoft and Learning & Licensure to successfully post semester schedules, monitor faculty's implementation of grades and updated syllabi
  • Assists student admissions processes and procedures in relation to the department requirements; demonstrate effective communication and human relations skills in working with students, faculty, staff and the public
  • Provides support to the Chair, Director of Graduate programs, and members of the Department of Teaching, Learning and Professional Development in preparing manuscripts, memorandums, correspondences, charts and reports
  • Creates and maintains manual and database filing systems; coordinates the chair's calendar of university, and college department and students appointments.
  • Serves on special department/college and university committees. Represents the department in a professional manner at all times to ensure quality assurance.

Preferred Qualifications:
  • Not Currently Available

Conditions of Employment:
  • Comprehensive knowledge of clerical responsibilities; sensitivities to confidential documents and student file as it relates to the Department of Teaching, Learning, and Professional Development
  • 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.

Additional Job Information:

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to: Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.

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