Executive Admin Assistant II

UMGC; Adelphi (MD); On-site; USD 50,000 - 64,000; Full time

Benefits offered by this job

Generous time off

Comprehensive health coverage

Retirement plans (ORP/MSRPS)

Tuition remission

Job summary

University of Maryland Global Campus (UMGC) is hiring an Executive Administrative Assistant II in Adelphi, MD to provide executive secretarial support under general supervision. The role involves handling confidential matters, managing complex filing systems, coordinating travel, preparing reports, and assisting in budgeting and office operations.

Responsibilities include drafting correspondence, preparing materials for meetings, screening inquiries, and ensuring executives are fully briefed.

Qualifications

• High School Diploma or GED.
• Six years secretarial experience, one year providing primary secretarial support to a key administrator.
• Some positions require skills assessment; familiarity with word processing, spreadsheets, presentations, databases, email or calendaring software, and Internet proficiency.

Responsibilities

• Prepares and revises manuscripts, correspondence, charts, forms, and other material from copy or notes; proofs materials.
• Composes replies to inquiries requiring program knowledge; signs important correspondence.
• Edits outgoing correspondence for accuracy and readability; notes deviations to writer.
• Establishes and revises complex filing systems; updates and retrieves information in files/databases; customizes reports.
• Researches, analyzes and summarizes information for reports; communicates findings.
• Screens, prioritizes and summarizes incoming correspondence; forwards essential background materials.
• Handles calls/visitors; manages routine inquiries and directs others as needed.
• Schedules appointments; arranges meetings and ensures briefing for executives.
• Makes travel arrangements and follows up on administrative tasks.
• Oversees office operations and budget preparation; ensures efficient use of space/equipment.
• Interacts with officials, staff and the public; conveys institutional policies and procedures.
• Anticipates executive needs and facilitates problem resolution; interprets policies to staff.
• Maintains confidentiality and guides support staff.
• Uses office equipment and IT tools (fax, computers, printers, email, phone systems).
• Note: other duties may be assigned; duties may vary by department.

Skills

Office procedures

Word processing

Databases

Spreadsheets

Communication skills

Confidentiality

Time management

Interpersonal skills

Education

High School Diploma or GED

Tools

MS Office

Email/Calendaring

Database software

Spreadsheet software

Job description

Executive Administrative Assistant II

Development

Nonexempt Regular 011

Location: Adelphi, MD

Under general supervision, provides executive level secretarial and administrative assistance to a key executive or official as designated by the institution. Incumbents regularly handle matters of a highly confidential or sensitive nature. Level allocation is based on criteria as established by the institution.

PRIMARY DUTIES

• Prepares and revises manuscripts, correspondence, charts, forms, and other material from copy or notes created by others using typewriter and/or automated office equipment. Proofreads materials.
• Composes replies to general inquiries requiring comprehensive program knowledge. Signs important correspondence frequently without instruction or review.
• Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Corrects and calls deviations or inadequacies to writer's attention as deemed appropriate.
• Exercises independent judgement and initiative in establishing and revising complex and sensitive filing systems. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• 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 materials.
• 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.
• Schedules appointments and engagements without prior clearance. Makes arrangements and coordinates all details for meetings. Assures that executive is fully briefed before meetings on matters to be considered. May attend meetings and prepare notes.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively. Assists in preparing and administering departmental budget.
• Acts as intermediary for executive, interacting with officials, staff at all levels, and the public. Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
• Anticipates executive'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 executive.
• Ensures confidentiality of information. Provides guidance and instruction of office support staff.
• Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.
• 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.

MINIMUM QUALIFICATIONS

EDUCATION: High School Diploma or GED.

EXPERIENCE: Six years secretarial experience, one year of which was providing primary secretarial support to a key administrator.

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

• Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar, and arithmetic; of UMS policies and procedures and the institution's purpose, goals, and procedures.
• Thorough knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information.
• Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction.
• Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.

The University of Maryland Global Campus (UMGC) is an equal opportunity employer and complies with all applicable federal and state laws regarding nondiscrimination. UMGC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, ancestry, political affiliation or veteran status in employment, educational programs and activities, and admissions.

Workplace Accommodations:

The University of Maryland Global Campus Global Campus (UMGC) is committed to creating and maintaining a welcoming and inclusive working environment for people of all abilities. UMGC is dedicated to the principle that no qualified individual with a disability shall, based on disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of the University, or be subjected to discrimination. For information about UMGC's Reasonable Workplace Accommodation Policy or to request an accommodation, applicants/candidates can contact Employee Accommodations via email at [e-mail] .

Benefits Package Highlights:

• Generous Time Off: Enjoy 14 days of paid vacation, 15 days of sick leave, 3 personal days, and 16 paid holidays (17 during general election years). For part-time employees, time off rates will be prorated based on the number of hours worked.
• Comprehensive Health Coverage: Access to health care, medical with vision, dental, and prescription plans for both individuals and families, effective from the 1st of the month following your hire date.
• Insurance Options: Term Life Insurance, Accidental Death and Dismemberment Insurance, and Long-Term Disability (LTD) Insurance. Part-time employees working less than 0.5 FTE are not eligible for LTD.
• Flexible Spending Accounts: Available for medical and dependent care expenses.
• Retirement Plans: Choose between the Optional Retirement Program (ORP) or the Maryland State Retirement and Pension System (MSRPS).
• Supplemental Retirement Plans: include 401(k), 403(b), 457(b), and various Roth options. The university does not provide matching funds.
• Tuition Remission: Immediate availability for Collegiate and Regular Staff. Spouses and dependent children are eligible for undergraduate tuition remission after two years of service. NOTE: For part-time employees (at least 50 percent of the time), tuition remission benefits are prorated.

Hiring Range:

$50,000.00 - $64,000.00