Administrative Assistant II

University of Maryland

9d ago

Job
Full-time
Mid Level
People, HR & Administration
College Park
5d left

AI generated summary

You need a high school diploma, 3 years of admin support experience, strong communication and organizational skills, proficiency in MS Office, Google Suite, and discretion with confidential info.
You will provide administrative support, manage databases, coordinate events, track finances, maintain websites, and assist with program materials and operations.

Requirements

Minimum Qualifications:
Education: High School Diploma or GED.
Experience: 3 years experience providing administrative support.
Other: Applicants may be required to complete the institution’s 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, and 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.
Preferences:
Excellent communication and organization skills.
Established skill set in using Microsoft Office/Microsoft 365 (Microsoft Word, Access, Excel, and PowerPoint).
Knowledge and ability in using Google Suite applications.
Knowledge and ability in using Adobe Acrobat (create, edit, convert, digitally sign, encrypt, export and publish PDF files).
Established skill set in database management.
Ability to track and manage multiple programs and funding sources.
Knowledge and ability to use Drupal for web-site maintenance.
Knowledge and ability to use social media.
Knowledge and ability to use and manage video conferencing platforms (such as Zoom).
Handle confidential information with discretion and maintain the highest level of confidentiality regarding discussions, documents, and sensitive information related to program participants, stakeholders, and organizational matters.

Responsibilities

Provide comprehensive administrative support, including correspondence, mailings, shipping, and creating and maintaining electronic files and spreadsheets.
Use DonorPerfect (a donor management and fundraising platform) to manage and maintain donor, participant, volunteer, and newsletter subscriber databases.
Use Constant Contact (a digital and email marketing platform) to format and distribute program newsletters and to create and manage online event registrations and payments.
Assist with program activities, including preparing materials for seminars.
Using the University’s financial systems and shadow accounts, track purchasing, and other expenditures.
Maintain and update LEAD’s tuition/fees payments spreadsheets.
Support the Drupal website by maintaining the LEAD Program pages and information.
Coordinate and host in-person, virtual and hybrid meetings for the LEAD Maryland Foundation Board and its committees. Prepare materials. Serve as on-site support for board meetings including taking and distributing meeting minutes. Manage catered lunches when needed.
Organize registrations for special events; create spreadsheets to track event budgets.
Serve as the on-site administrative support for special LEAD Maryland events, including LEAD Maryland Program applicant interviews and graduations.
Prepare bank deposit tickets and file deposit receipts to be available for audit. Each month, send Foundation’s vouchers and receipts, and PayPal reports, to the Foundation’s bookkeeper.
Provide administrative support to UME program specialists located at the Wye Research & Education Center.
Provide program support, including the design and preparation of teaching and program materials, advertising and registration for events and programs.
Provide administrative support and maintenance of participant databases.
Provide procurement and purchasing support for Agriculture and Food Systems programs.
Reconcile accounts using the Kuali financial systems and shadow accounts to track purchasing, registration and other expenditures.
Serve as the on-site administrative support during program events.
Provide support for the Drupal website including the maintenance of “the calendar of events” for Agriculture and Food Systems Programs.
Input survey data from meetings and events.
Provide general administrative support – mailings, correspondence, maintain the WREC email reflector, maintain the WREC in-house phone directory, manage the schedule and usage of conference room and library, greet and direct visitors attending programs/events at WREC.
Provide general purchasing and procurement support.
Provide general administrative support for events and programs at the WREC.

FAQs

What is the job title for this position?

The job title is Administrative Assistant II.

What are the minimum qualifications required for this position?

The minimum qualifications include a High School Diploma or GED and 3 years of experience providing administrative support.

What is the hiring range for this position?

The hiring range is between $46,736.00 and $56,083.00.

Where is this position located?

This position is located at the Wye Research and Education Center in Queenstown, Maryland.

Are background checks required for this position?

Yes, offers of employment are contingent on the completion of a background check.

What types of tasks will the Administrative Assistant II be responsible for?

The assistant will provide administrative support for various programs, manage event registrations, maintain databases, and assist with procurement and purchasing.

What skills are preferred for applicants?

Preferred skills include excellent communication and organization skills, proficiency in Microsoft Office/Microsoft 365, knowledge of Google Suite applications, and experience with database management.

Is this position full-time or part-time?

This is a full-time position requiring 40 hours per week.

What types of benefits are offered for this position?

The University offers an extensive benefits package, details of which can be found on their benefits website.

What is the application process for this position?

All candidates must submit their applications online at the University of Maryland's job portal.

What are the physical demands of this position?

Physical demands include driving, minimal travel, lifting up to 25 lbs, and primarily sedentary work with visual acuity for computer tasks.

What is the diversity statement for this position?

The University of Maryland is an equal opportunity/affirmative action employer, committed to a policy of equal opportunity for all persons, and does not discriminate based on various protected statuses.

University of Maryland

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Mission & Purpose

As the State's flagship, the University of Maryland (UMD) strives to bring students deeply into the process of discovery, innovation and entrepreneurship. Whenever possible, hands-on research complements classroom instruction. Interdisciplinary collaborations facilitate the understanding of complex problems like cybersecurity and climate change, and international study and diversity help our graduates become global citizens. Its location inside Washington, D.C.'s Beltway, along with its own Metro stop, gives students numerous opportunities to work with neighboring federal agencies and labs, think tanks and foreign organizations.