Administrative Assistant I

umd; College Park (MD); On-site; USD 45,000 - 54,000; Full time

Job summary

The University of Maryland’s Earth System Science Interdisciplinary Center (ESSIC) is seeking an administrative support specialist to provide day-to-day office operations, calendar management, and visitor coordination. The role supports the director and staff, ensuring smooth scheduling and professional interactions with internal and external partners.

Responsibilities include event planning, supply management, and processing payments; the ideal candidate has strong communication skills and

Qualifications

• High School Diploma or GED.
• 2 years of administrative support experience.
• Proficiency with word processing, spreadsheets, databases and presentation software.
• Ability to communicate effectively, proofread and follow instructions.
• Experience with BA4 and Concur preferred.

Responsibilities

• Assist with scheduling the Director’s appointments and meetings; manage ESSIC Room Reservation Calendar.
• Greet visitors and answer phones; screen callers and forward to appropriate parties.
• Coordinate departmental events including catering and logistics.
• Place orders for office and event supplies; reconcile vouchers and payments.
• Maintain lobby, kitchen, mail and copier room; handle other duties as assigned.

Skills

Word processing

Spreadsheets

Presentations

Database

Email

Calendaring

Education

High School Diploma or GED

Tools

Microsoft Office

Google Workspace

BA4

Concur

Job description

Job Description Summary

Earth System Science Interdisciplinary Center(ESSIC) is a joint center of the University of Maryland and NASA ‘s Goddard Space Flight Center that supports research, teaching and career training in Earth system science. ESSIC also administers the Cooperative Institute for Satellite Earth System Studies (CISESS), a joint center with NOAA’s NCEP and NESDIS that conducts satellite research focused on weather and water forecasting models and predictions.

By fostering close integration within the university community and among federal partners at NASA and NOAA, ESSIC serves as a unique collaboration hub within the national Earth System Science research community.

Under general supervision, provides moderately complex administrative support to an individual, office, department or program. Work requires thorough knowledge of the organization and programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and function independently, where procedures have been established with moderate consequence of error.

1. Assist with scheduling the Director’s appointments and meetings, and maintain and monitor the ESSIC Room Reservation Calendar using Google Calendar. Greet and assist visitors, students, faculty, staff and other guests in a friendly and professional manner. Screen telephone calls and visitors, independently handling routine matters and forwarding others to the appropriate parties. Update the telephone directory and office key list.
2. Coordinate departmental events, including meetings, seminars and gatherings; place event catering orders (food, refreshments and other event needs); handle event logistics, including setting up seminar sign-in sheets and arranging chairs, tables, easels, post-it sheets, pens, food and beverages; tidy up after events and ensure proper event closure; and act as the primary contact for any event/seminar-related questions or concerns during events.
3. Place orders for office and event supplies using the EBO requisition system and Shell Shop; track shipments and follow up as needed. Organize storage areas and monitor and distribute office supplies throughout the office. Process P-card and T-Card payments. Accurately reconcile vouchers, ensuring timely processing through BA4 and Workday. Create and order business cards for the faculty.
4. Place property maintenance requests as needed. Submit requests to Facilities Management for service, e.g., nameplates. Coordinate Terrapin Trader orders, recycling of used batteries and ink toners, envelope printing and mail pickup. Upkeep of the lobby, kitchen areas, mail and copier room.
5. Others duties as assigned.

Physical Demands: Sedentary work. Ability to lift up to 10 pounds to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands and/or fingers.

Licenses/Certifications: N/A

Minimum Qualifications

EDUCATION: High School Diploma or GED

EXPERIENCE: 2 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/ABILITIES:

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effective 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.

CONDITIONS OF EMPLOYMENT:

N/A

Additional Job Details

Preferences:

Associate degree preferred.

Proficiency with Microsoft Office or Google Workspace

Strong written and verbal communication skills, attention to detail, Organizational Skills, and the abilityto manage multiplepriorities.

Previous customer service, office, administrative, or front-desk experience, some accounting experience

Ability to handle sensitive or confidential information

UMD experiences, Knowledge of BA4, Concur, preferred.

Required Application Materials: NA

Closing Date: October 20, 2026

Job Risks

Not Applicable to This Position

Financial Disclosure Required

No

For more information on Financial Disclosure, please visit Maryland's State Ethics Commission website.

Department

CMNS-Earth System Science Interdisciplinary Center

Worker Sub-Type

Staff Regular

Salary Range

$45,375.00 - $54,450.00

Benefits Summary

For more information on Regular Nonexempt benefits, select this link.

Background Checks

Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify anyone from employment. Before any adverse decision, the finalist will have an opportunity to provide information to the University regardingdisclosablebackground checkinformation. The University reserves the right to rescind the offer of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.

Employment Eligibility

The successful candidate must complete employment eligibility verification (on Form I-9) by presenting documents that establish identity and work authorization within the timeframe required by federal immigration law, and where applicable, to demonstrate renewed employment authorization. Failure to complete employment eligibility verification or reverification within the timeframe set forth by law may result in suspension or termination of employment.

EEO Statement

The University of Maryland, College Park is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment. Please read the University’s Equal Employment Opportunity Statement of Policy.

Title IX Non-Discrimination Notice

Resources

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