Administrative Assistant

Coppin-State-University; Baltimore (MD); On-site; USD 28,000 - 40,000; Full time

Job summary

Coppin State University in Baltimore seeks an Administrative Assistant to support the Registrar and the Office of Records and Registration. This fast-paced role requires accuracy, discretion, and strong communication skills.

Responsibilities include handling academic records, drafting letters, auditing residency/grade changes, managing calendars, and front-counter coverage. A high school diploma or GED and 5 years’ relevant experience are required; higher education experience is preferred.

Qualifications

• Education as stated: High School Diploma or GED.
• Minimum 5 years administrative and front desk office management experience.
• Experience working in higher education is preferred.
• Strong knowledge of Microsoft Office Suite and office software.
• Familiarity with student information systems and database software.

Responsibilities

• Provides administrative support to the Registrar and Records and Registration staff.
• Manage and process Academic Records forms.
• Draft, edit and generate letters, memos, and reports.
• Maintain academic files including residency petitions, withdrawal documents, grade change forms, and legal documents.
• Monitor Records Office email and disseminate request to appropriate staff.
• Maintain Registrar's calendar, coordinate meetings and make travel arrangements.
• Perform residency and grade change audits.
• Take minutes and maintain an action log for Records Office projects.
• Provide coverage for the front counter.
• Ensure Records Counter has appropriate forms and supplies.
• Process purchase requisitions and act as point of contact for office purchases.
• Maintain inventory of supplies.
• Create tracking spreadsheets for incoming mail, office budget and supplies.

Skills

Administrative experience

Front desk experience

Office management

Microsoft Office Suite

Student information systems

Database software

Higher education experience

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Student Information Systems

Database software

Job description

Job Posting:JR102268 Administrative Assistant (Open)Department:Records , JMPosition Type:Non-Regular Fixed Term (Fixed Term)Open Date:10-23-2026Close Date:10-25-2026$25.00 HourlyJob Description:Under the direct supervision of the Registrar, this position provides administrative support to the Office of Records and Registration at Coppin State University. The Administrative Assistant must have the ability to work in a fast pace, high-volume area with accuracy and a positive attitude. Effective communication, excellent organizational, problem-solving and critical thinking skills are essential to the position. The Administrative Assistant must be able to work with the campus community as well as with external constituents and handle confidential information. As one of the first points of contact in the Records Office, the Administrative Assistant will assist in all areas to contribute to the efficient and responsive operation of the office.Responsibilities:Provides administrative support to the Registrar and Records and Registration staff.Manage and process Academic Records forms.Draft, edit and generate letters, memos, and reports.Maintain academic files including residency petitions, withdrawal documents, grade change forms, and legal documents.Monitor Records Office email and disseminate request to appropriate staff.Maintain Registrar's calendar, coordinate meetings and make travel arrangements.Perform residency and grade change audits.Take minutes and maintain an action log for Records Office projects.Provide coverage for the front counter.Ensure Records Counter has appropriate forms and supplies.Process purchase requisitions and act as point of contract for office purchases.Maintain inventory of supplies.Create tracking spreadsheets for incoming mail, office budget and supplies.Other administrative duties as assigned.Minimum Qualifications:EDUCATIONHigh School Diploma or GED.EXPERIENCE5 years administrative and front desk office management experience.KNOWLEDGE, SKILLS, AND ABILITIESCommitment to the overall mission of Coppin State University.Strong professional ethics and the ability to exhibit discretion.Ability to offer high level customer service to internal and external customers; providing excellent, efficient and effective support.Strong verbal, written, and interpersonal communication skills.Ability to multi-task with demanding timeframes. Time management is essential to this position.Motivation to seek information from other offices and complete tasks with little direction. Must be a self-starter.3 - 4 years' experience in an administrative position.Ability to work collaboratively as part of team.Knowledge of modern office procedures; correct English usage and grammar; database management; basic research techniques.Proficient knowledge of Microsoft Office Suite, student information systems, database software.Preferred Qualifications:Experience working in higher education.Experience with educational software.Additional Job Information:BENEFIT SUMMARYContractual employees are eligible for limited benefits. Please see the link below to view the benefits that Coppin State University has to offer.https://www.coppin.edu/benefitsE-VERIFY STATEMENTThis agency participates in the E-Verify system for verification of citizenship and employment authorization.Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at [e-mail]. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.About UsCoppin State University is a fully accredited institution and a member of the University System of Maryland. Founded in 1900, Coppin, a Historically Black Institution in a dynamic urban setting, serves a multi-generational student population and provides education opportunities while promoting lifelong learning. The university fosters leadership, social responsibility, civic and community engagement, cultural diversity and inclusion, and economic development. Coppin offers 36 Bachelor's, 13 Master's degree programs and 1 Doctoral degree program.