Administrative Assistant II

2 days ago

Baltimore, United States Morgan State University Full time $41,005 - $70,831
Posting Details

Job Title: Administrative Assistant II

Division: Student Affairs Office

Department: Office of Residence Life & Housing

Work Status: Full Time

Position Category: Staff

FLSA: Non-Exempt

Pay Range: Contractual

Salary Range: $41,005 - $55,918 (with potential growth to $70,831 / year)

Fund Source: Auxiliary

Job Summary: Under supervision of the Director of the Office of Residence Life & Housing, provides moderately complex administrative, secretarial, and clerical support. Work requires thorough knowledge of the organization (The Office of Residence Life & Housing, ORL&H), its role, function, and executions as an integral part of the Division of Student Affairs and Morgan State University. Primarily, incumbent must have a clear understanding of the core objective of the ORL&H. The Administrative Assistant (AA) plays a major role in the daily operations of the ORL&H as a result, the AA has responsibility for office operations and functions independently where procedures have been established with moderate consequence of error.

Job Duties
  • Prepares and reviews manuscripts, correspondence, charts, forms and other materials from copy created by others using typewriters and/or automated office equipment. Proofreads materials.
  • Composes responses to routine inquiries in accordance with general instructions. Reviews and edits outgoing correspondence for format, typographical and grammatical accuracy, and conformance with procedures.
  • Exercises initiative in establishing and revising files to meet current needs and demands for materials. Enters updates and retrieves information stored in files and databases; customizes special reports.
  • Monitors and updates times, leave, inventory, budget, and account records. Orders supplies, equipment, repairs, and services.
  • Screens and distributes incoming mail based on knowledge of departmental operations.
  • Screens telephone calls and visitors, taking care of routine matters. Answers inquiries following general instructions and departmental procedures.
  • Schedules and coordinates meetings and appointments. Calls attention to appointments and assembles background materials. May attend meetings and prepare notes.
  • Makes travel arrangements following general instructions and keeps records of travel itinerary. Prepares and submits travel vouchers and expense reports.
  • Gathers and consolidates data for reports on the basis of general instructions.
  • Ensures confidentiality of information. Relays messages and instructions between supervisor and others, exercising independent judgment and initiative where guidelines and procedures have been established.
  • Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.
Requested Minimum Qualifications

EDUCATION: A High School Diploma or GED is required.

EXPERIENCE: Two years of office experience providing secretarial/administrative support, which included the production of documents using automated equipment and software, is required.

Other Preferences for Consideration

OTHER: 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.

Knowledge, Skills & Abilities
  • Comprehensive knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar, and arithmetic; of UMS policies and procedures and the institution’s purpose, goals, and procedures.
  • General knowledge of and skill in the use of word processing, database, and spreadsheet software programs.
  • Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality of information and handling sensitive matters with discretion and tact.
  • Ability to project a professional and positive image; to understand and follow oral and written instructions.
  • Ability to communicate effectively both orally and in writing; to make effective oral presentations; to interact with students, public officials, and staff at all levels in a courteous and efficient manner.
  • Ability to plan, organize, prioritize, and execute complicated and continuing assignments without instruction; to manage office operations and staff.
Posting Detail Information

Posting Number: ST01367

Number of Vacancies: 1

Job Open Date: 12/20/2024

Job Close Date: 01/20/2025

Special Instructions to Applicant: Please enter two professional references in the references page of the application.

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