Administrative Assistant II

2 days ago

Towson, United States Towson University Full time
Job Summary

Towson University (TU) is one of the nation's top 100 public universities. Located north of Baltimore, TU currently enrolls more than 19,000 students and is the second-largest university in the prestigious University System of Maryland. Towson University values diversity and fosters a climate that is grounded in respect and inclusion to cultivate the intellectual and personal growth of the entire university community.

Under general supervision, this staff member will provide complex administrative support to the Department of Occupational Therapy & Occupational Science in the College of Health Professions. This position requires the development of comprehensive knowledge of tasks involving course administration, database management, faculty contracts, budget preparation and administration, travel reimbursement, basic supply requisitioning, purchasing, meetings/events organization, as well as the general oversight of multiple priorities in a fast-paced work environment. The employee will acquire basic awareness of admission requirements for all OT academic programs, and additional work at the direction and with the supervision of the Department Chairperson.

Responsibilities and Duties

  • Organize and maintain files/reports for multiple purposes, including: personnel, budget/purchasing reports, and inventory. Develop and maintain Excel spreadsheet databases and produce reports under supervision. Maintain department budget with responsibilities for processing and monitoring financial transactions. Review and approve travel expense reports. Arrange and coordinate department meetings and events for the department. Attend meetings as requested for sign-in support, minute taking, and general trouble shooting. Compile materials for meetings, save information, and track meeting follow-up data (i.e. minutes) as needed.
  • Provide excellent customer service including answering phones and responding to program inquiries. Triage students, faculty, and visitor needs within the department, providing basic information based on department programs, college, and university policies and procedures. Screen calls for Chair and faculty, making appropriate referrals when answers are not available in the department. Handle incoming/outgoing correspondence and draft routine communication of a general and non-technical nature to faculty, staff, and students.
  • Oversee office operations, including internal communication, operational support, and guidance to student employees and other staff as needed. Follow-up on pending issues and deadlines with faculty, staff, students, and college/university employees. Order supplies. Hire and supervise student help.
  • Serve as coordinator in the building and manage class schedule, including inputting classes into CLSS, requesting room reservations, and compiling Course Term File information for the Registrar's Office. Pre-enroll students in controlled access classes, when needed, and execute faculty offload, adjunct teaching, and faculty additional compensation contracts, as needed.
  • Manage Chair's calendar. Facilitate key and access coordination as needed, managing office supplies and addressing maintenance needs. Assist with marketing efforts (prepare electronic and hard copy mailing) and update website, when appropriate.
  • Support department with other administrative duties as needed.
Qualifications and Skills

Required:
  • High School diploma or equivalent.
  • Three years of experience providing administrative support.
  • Strong communication skills.
  • Ability to work collaboratively and independently and interact with the public, employees, and students in a courteous, respectful, and efficient manner.
  • The position requires a candidate who is dependable, motivated, and appreciates being the "face" of the department; they are experienced with providing a positive attitude and business professional attire as representative of the department/organization.
  • Working knowledge of a variety of software platforms and standard office equipment.
  • Strong organizational and time management skills to meet required deadlines.
  • Willingness to be creative, develop efficient practices and systems, and learn new skills.
  • Ability to multi-task, attend to key details, and shift priorities as needed.
  • Maintain confidentiality.
Preferred :
  • Previous experience in an academic support office setting, including budgets and work in a multi-tasking environment.


Except for qualifications established by law, additional related experience, and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Salary and Benefits

$46,736 annually and full University benefits that include annual leave, up to 15 holidays, personal and sick days; excellent health, life, and retirement plans; and tuition remission. Applicants with TU or USM service may receive salary credit. To learn more about our benefits, click here . TU also offers a variety of great perks and discounts, which can be found here .

If you are motivated, innovative and team-oriented, we would love to hear from you.

For consideration, please submit a cover letter and resume with your online application.

This position will be open for a minimum of 14 days.

The safety of our students, faculty, staff, and neighbors has been our top priority and the focus of every one of our decisions since the earliest days of the COVID-19 pandemic. Therefore, the University System of Maryland (USM) has strongly encouraged full COVID vaccination and up-to-date booster shots (when eligible) for all faculty, staff, and students at all schools in the USM as both a reasonable and necessary means of protecting our health and safety.

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