Administrative Assistant II

The University of Maryland School of Medicine (UMSOM), Development Office, is currently recruiting for an Administrative Assistant II.  Under general supervision, provides complex administrative support to the University of Maryland Medicine Philanthropy office. Work requires comprehensive knowledge of philanthropy and advancement, skill in working with issues related to policy, procedures, and confidential matters, and involves considerable participation in the work of team leads. Incumbents exercise discretion and judgment with considerable consequence of error.

Benefits (Non-Exempt Regular): 

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program (pension), effective on your date of hire. Non-exempt regular staff receive a generous PAID leave package that starts with 14 days of vacation accrued per year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and time for community service; comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job). 

UMB is a public university and constituent institution of the University System of Maryland.  All employees are expected to work primarily physically within the State of Maryland.

Primary Duties:

1. Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
2. Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.
3. Drafts and signs routine correspondence and replies to inquiries which do not require technical program knowledge.
4. Develops, implements, and maintains paper and electronic filing systems, which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.
5. Coordinates, schedules, and sets up meetings for leadership and staff, including handling logistics of audiovisual equipment, catering, and meeting materials.
6. Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
7. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background material.
8. Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries, which do not require technical knowledge or refers callers to others as appropriate.
9. Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
10. Assists with submitting travel reimbursement requests for other staff, as needed.
11. Assists in preparing and administering department budget by updating accounts and running periodic reports. Submits disbursement requests for payment.
12. Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
13. Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.
14. May provide guidance and instruction to other office support staff.
15. May assist with event setup, registrations, and other logistics.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Education: High School Diploma or GED.

Experience: Three (3) years' experience providing administrative support.

Other: Applicants may be required to complete the institutional required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

Required Knowledge/Skills/Abilities:

General knowledge of and skill 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. Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email, and calendaring software. Ability to understand and follow oral and written instructions. Ability to interact effectively with internal and external parties in a courteous and efficient manner. Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

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.
 

Based on the duties of this position, selected candidates are eligible to participate in the Bargaining Unit (Union).

Hiring Range: $50,000 - $55,000 (pre-probation) & $51,250 - $56,375 (post-probation

UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification. 

If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address. 

The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.