Administrative Assistant I (Temporary)

University of Maryland Eastern Shore; Maine; On-site; USD 25,000 - 35,000; Full time

Job summary

University of Maryland Eastern Shore (UMES) invites applications for a full-time, temporary registrar support role with a six-month initial appointment. The position emphasizes accuracy in high-volume data entry, document imaging, and student record maintenance under FERPA guidelines. Front-line customer service to students, faculty, and staff is essential.

Salary is $21.75 per hour. Benefits are limited to sick and safe leave; the open role reports to the Assistant Registrar within

Qualifications

• High School Diploma or GED
• 2 years experience providing administrative support
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Strong attention to detail with a high level of accuracy
• Ability to manage multiple tasks in a high-volume environment
• Strong customer service and communication skills
• Experience working in a Registrar’s Office or higher education setting
• Experience with Student Information Systems (e.g., PeopleSoft)
• Experience with document imaging and electronic records systems
• Knowledge of FERPA and registrar processes

Responsibilities

• Serve as the primary front desk contact; screen and respond to phone calls, emails, visitors and walk-in inquiries, resolving routine matters and directing complex issues appropriately
• Enters, updates, and retrieves information; develop, maintain, and update filing systems in compliance with retention, security, and FERPA requirements
• Review incoming documents for completeness, accuracy, and proper authorization prior to processing
• Perform high-volume data entry into the Student Information System (e.g., Oracle PeopleSoft) ensuring accuracy and compliance with academic policies
• Compose responses to routine inquiries and provide guidance to students, faculty, and staff regarding registrar processes
• Maintain confidentiality of student records and sensitive information in compliance with regulations
• Assist with general office operations including scheduling, supply coordination, and reports preparation
• Schedule and coordinate meetings; prepare background materials and minutes
• Performs other related duties as assigned

Job description

Job Description Summary

The Office of the Registrar at University of Maryland Eastern Shore (UMES) invites resumes for a full-time, temporary, contractual, non-exempt position. This a six-month initial appointment. Continuation of the contract will be based on availability of funding.

The position will involve a work environment and expectations that under general supervision, provides moderately complex administrative support to include high-volume processing environment with significant emphasis on accuracy, integrity, timeliness, and compliance, prolonged periods of computer use for data entry, document imaging, and record maintenance, provide front-line customer service and continuous interaction with students, faculty, and staff requiring professionalism and consistency. The position will report to the Assistant Registrar.

Salary: $21.75

Benefits - No regular benefits. Safe and Sick Leave Only.

Safe and Sick Leave Guidelines

• Pursuant to the Maryland Healthy Working Families Act, if you are regularly scheduled to work a minimum of 12 hours a week, you will be entitled to accrue Sick and Safe leave at the rate of 1 (one) hour for every 30 hours worked up to a maximum accrual of 40 hours per calendar year.
• You may carry over up to 40 hours of Sick and Safe leave per calendar year.
• You may use up to 64 hours of accrued Sick and Safe leave per calendar year and may accrue up to a maximum of 64 hours of Sick and Safe leave in total at any time.
• You will not be eligible to use Sick and Safe leave until 106 days from your date of hire. Sick and Safe leave balances will be carried over for contract renewals. Upon termination from employment, you will not be entitled to payment for any unused Sick and Safe leave balance; however, if you leave employment and are re-employed within 37 weeks of your last contract termination date, you will be entitled to have any unused Sick and Safe leave reinstated.

Primary Duties

• Serve as the primary front desk contact; screen and respond to phone calls, emails, visitors and walk-in inquiries, resolving routine matters and directing complex issues appropriately
• Enters, updates, and retrieves information as needed. Develop, maintain, and update electronic and paper filing systems in accordance with institutional retention, security, and FERPA requirements.
• Review incoming documents for completeness, accuracy, and proper authorization prior to processing.
• Perform high-volume data entry into the Student Information System (e.g., Oracle PeopleSoft) ensuring accuracy and compliance with academic policies.
• Compose responses to routine inquiries in accordance to general instructions and provide clear guidance to students, faculty, and staff regarding registrar processes and procedures.
• Utilize Microsoft Office (Word, Excel, Outlook) for tracking, reporting, and managing high-volume workflows and data logs.
• Maintain strict confidentiality of student records and sensitive information in compliance with federal and institutional regulations.
• Assist with general office operations including scheduling, supply coordination, gathers and consolidates background information for reports, utilizing available resources such as departmental files, policy and procedure documents, internet research, communication with internal and external contacts and administrative support tasks as needed.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
• Schedules and coordinates meetings and appointments. Prepares background and support materials following general instructions. May attend meetings and provide minutes.
• Performs other related duties as assigned.

Preferences (Qualifications and Experience)

• Demonstrated experience with data entry, document management, or records processing
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong attention to detail with a high level of accuracy
• Ability to manage multiple tasks and prioritize in a high-volume environment
• Strong customer service and communication skills
• Experience working in a Registrar’s Office or higher education setting
• Experience with Student Information Systems (e.g., PeopleSoft)
• Experience with document imaging and electronic records systems
• Knowledge of academic records policies, FERPA, and registrar processes

Preferences (Knowledge, Skills, and Abilities)

• Knowledge of general office practices and administrative procedures
• Ability to maintain accurate records and perform detailed data entry
• Ability to communicate effectively and professionally with diverse populations
• Ability to work independently within established procedures
• Strong organizational and time management skills
• Ability to handle confidential information with discretion

Physical Demands

• May require extended periods of standing, bending, stooping, sitting at desk.
• May require lifting.
• Requires communication with a variety of constituents externally and internally.
• Requires operation of a variety of office equipment.

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

Organization’s Summary Statement:

Required Application Materials: Qualified applicants should submit a cover letter, resume, and a list of names of three current professional references (current or past supervisor) including e‑mail address, and telephone number (current supervisor will not be contacted without the candidate’s prior consent). All applicants must apply using the new online application system. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.

Best Consideration Date: N/A

Posting Close Date: N/A

Open Until Filled: Yes

Department

UMES-VPSA-Admissions & Recruitment

Worker Sub-Type

Staff Contractual (C1) (Fixed Term)

Salary Range

$21.75 per hour

EEO Statement

UMESis an EEO/AA employer and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.

Diversity Statement

The University of Maryland Eastern Shore (UMES) is an equal access, equal opportunityinstitution fully committed to diversity in education and employment. All students, employees, and the campus community at UMES are valued, respected, and have the opportunity to receive an equitable experience in an inclusive, welcoming environment of openness and appreciation.

Title IX Statement

It is the policy of the University of Maryland Eastern Shore (UMES) to comply with Title IX of the Education Amendments of 1972, which prohibits discrimination (including sexual harassment and sexual violence) based on sex in the University’s educational programs and activities. Title IX also prohibits retaliationfor asserting or otherwise participating in claims of sex discriminations or harassment.