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Executive Administrative Assistant

2 months ago

Adelphi Maryland, United States University System of Maryland Office Full time
About the Role

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at the University System of Maryland Office. This is a contractual, Contingent II position that will play a crucial role in facilitating the smooth execution of our office activities.

Key Responsibilities
  • Budget and Office Support: Manage the Budget Officer portal and listserv, maintain budget contacts lists, and coordinate routine and ad-hoc requests from internal and external sources.
  • Meeting Coordination: Act as the administrative lead for Budget and/or VCAF meetings by coordinating participants, arranging Zoom technology setup, and disseminating materials and notifications.
  • Document Management: Document meetings with minutes and use these minutes to draft initial versions of reports and summaries.
  • Scheduling and Logistics: Manage master schedules and key deliverables and deadlines for projects, schedule virtual and in-person meetings and events, and provide logistics.
  • Communication and Reporting: Prepare documents, create and review presentations, and develop and publish training materials using source information from USMO staff and historical files.
  • File Management: Maintain the Budget Office information repository for master reference files for USMO and campus budget staff in electronic portals.
  • Financial Management: Prepare, submit, and track transfer requests, coordinate with Financial Affairs on necessary accounting transfers and related activities, and generate reports for budget analysts or departmental use.
Requirements
  • Education: High School Diploma or GED.
  • Experience: 4 years of any combination of administrative and accounting or finance experience.
  • Knowledge and Skills: Full comprehension of office management systems and procedures, proficient English language written and verbal communication skills and interpersonal skills, and ability to maintain confidentiality regarding sensitive matters.
Preferred Qualifications
  • Education: Bachelor's degree in finance, accounting, or related field.
  • Experience: Experience in a higher education or similar environment.
  • Knowledge and Skills: Thorough knowledge of University System of Maryland policies, procedures, and protocols related to budget processes, basic knowledge of the University/State budget and legislative processes, and working knowledge of financial and budget software and systems.
Benefits
  • Paid Leave: 11 days of annual leave, 15 days of sick and safe leave, 15 holidays, 3 personal leave days, and 12 weeks of paid parental leave.
  • Health Benefits: Comprehensive medical, dental, and vision coverage.
  • Retirement Plans: Employee-contribution-only supplemental retirement options through Fidelity, Nationwide, and TIAA.
  • Life Insurance: Optional term life and AD&D benefits through MetLife.
  • Tuition Benefits: Tuition remission for employees and their families.
  • Training & Development: Free professional development conferences and unlimited LinkedIn Learning access.
  • Credit Union Access: Membership eligibility for SECU, Maryland's largest credit union.
  • Employee Assistance Program (EAP): Free counseling, legal, financial, and work-life support services.