<p>Job Description Summary</p> <p>Organization's Summary Statement:</p> <p>The Executive Administrative Assistant I plays a crucial role in managing the day-to-day operations of the department, providing high-level administrative support to ensure efficiency and organization. This position serves as the primary point of contact for internal and external stakeholders, handling communications, scheduling, correspondence, and office management.</p> <p>Responsibilities:</p> <p>Administrative Duties</p> <ul> <li>Oversee and manage the day-to-day operations of the department. </li><li>Provides administrative support, which includes greeting and screening </li></ul> <p>visitors; answering and routing all incoming phone calls; and managing the</p> <p>department's email accounts and voice mail systems.</p> <ul> <li>Creates, edits, formats, and revises outgoing correspondences, forms, reports, </li></ul> <p>handouts, guides, manuals, and workshop presentations using MS Word, MS</p> <p>PowerPoint and MS Publisher. Proofreads for grammatical, typographical and</p> <p>basic content errors. Identifies and addresses errors or deficiencies, bringing</p> <p>them to the writer's attention as necessary.</p> <ul> <li>Signs important correspondence frequently without instruction or review. </li><li>Researches, analyzes, and summarizes information and source materials for </li></ul> <p>reports independently and communicates findings orally and in writing.</p> <ul> <li>Receives and reads incoming correspondence and information. Summarizes </li></ul> <p>and prioritizes review of correspondence. Screens out items to be handled</p> <p>personally and forwards remainder with necessary background materials.</p> <ul> <li>Exercises independent judgement and initiative in establishing and revising </li></ul> <p>complex and sensitive filing systems. Enters, updates, and retrieves</p> <p>information stored in files and databases.</p> <ul> <li>Independently schedules appointments and engagements, arranging and </li></ul> <p>coordinating all meeting details. Ensures the Vice President is fully briefed on</p> <p>relevant matters before meetings. May attend meetings and take notes as</p> <p>needed.</p> <ul> <li>Makes all necessary arrangements for travel and independently performs </li></ul> <p>required administrative follow-up and recordkeeping.</p> <ul> <li>Oversees office operations, ensures equipment, materials, and space are used </li></ul> <p>efficiently and effectively.</p> <ul> <li>Assists in preparing and administering departmental budgets. </li><li>Acts as intermediary for the Vice President, interacting with officials, staff at all </li></ul> <p>levels, and the public. Provides information requiring comprehensive</p> <p>knowledge of institution policies, procedures, and special issues.</p> <ul> <li>Anticipates Vice President's course of action when absent and facilitates </li></ul> <p>problem resolution.</p> <ul> <li>Interprets administrative decisions and policies to other staff and transmits </li></ul> <p>directions and instructions based on authority delegated by the Vice President.</p> <ul> <li>Ensures confidentiality of information. </li><li>Performs other related duties assigned. Specific duties and responsibilities </li></ul> <p>may vary based upon departmental needs.</p> <p>Operational Duties</p> <ul> <li>Assists with special projects assigned by the Vice President. </li><li>Manage the logistics (room reservations, equipment requests, parking </li></ul> <p>reservations; catering requests) involved with special office events, meetings</p> <p>and programs.</p> <ul> <li>Oversees and maintains office supply and equipment inventory and completes </li></ul> <p>requisitions for office supplies, repairs of office equipment, printing and travel.</p> <p>Supervisory Duties</p> <ul> <li>Provides supervision, guidance and instruction to office support staff (e.g., </li></ul> <p>student workers, graduate assistants, student volunteers).</p> <ul> <li>Assures accuracy of Graduate Assistants and student worker time sheets. </li><li>Facilitates performance evaluations for office support staff. </li></ul> <p>Required Minimum Qualifications:</p> <ul> <li>High School Diploma or GED required. </li><li>Four years of secretarial experience. </li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and </li></ul> <p>other office management tools.</p> <ul> <li>Experience managing budgets and expense reports. </li><li>Familiarity with office management systems and procedures. </li><li>Knowledge of project management principles and tools. </li><li>Ability to adapt quickly in a fast-paced environment. </li><li>Must have excellent customer service to include the ability to interact with </li></ul> <p>students, public officials, and staff at all levels in a courteous and efficient</p> <p>manner.</p> <ul> <li>Ability to handle confidential and sensitive information with discretion and </li></ul> <p>professionalism.</p> <p>Required Knowledge/Skills/Abilities:</p> <ul> <li>General knowledge of and skill in the practical application generally accepted office practices and procedures. </li><li>Strong organizational and time management skills with the ability to multitask </li></ul> <p>and prioritize effectively.</p> <ul> <li>Ability to communicate effectively both orally and in writing; to understand and </li></ul> <p>follow oral and written instructions.</p> <ul> <li>Strong problem-solving skills and the ability to work independently with </li></ul> <p>minimal supervision.</p> <ul> <li>Attention to detail and accuracy in all aspects of work. </li><li>Exceptional interpersonal skills with the ability to interact professionally with </li></ul> <p>executives, staff, and external stakeholders.</p> <ul> <li>Ability to coordinate complex schedules, meetings, and travel arrangements. </li><li>Skilled in composing a variety of correspondence. </li><li>Skilled in managing electronic and hardcopy filing systems and in gathering </li></ul> <p>and summarizing information.</p> <ul> <li>Skilled in planning, organizing, prioritizing, and executing complicated and </li></ul> <p>continuing assignments without instruction.</p> <ul> <li>Ability to project a professional and positive image of the institution. </li><li>Ability to make effective oral presentations. </li><li>Ability to supervise office operations and staff. </li></ul> <p>Preferences:</p> <ul> <li>Bachelor's degree </li><li>Minimum of 3-5 years of experience in executive-level administrative support </li><li>Experience in a higher education, corporate, or government setting. </li></ul> <p>Physical Demands: May be required to perform physical work requiring bending, stooping, reaching, carrying, and frequent heavy lifting; to work in adverse weather conditions; to wear and work in personal protective equipment.</p> <p>Licenses/ Certifications: N/A</p> <p>Minimum Qualifications</p> <p>EDUCATION: High School Diploma or GED.</p> <p>EXPERIENCE: Four years secretarial experience.</p> <p>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.</p> <p>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.</p> <p>REQUIRED KNOWLEDGE/SKILLS/ABILITIES:</p> <p>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. General 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.</p> <p>Additional Job Details</p> <p>Required Application Materials: Cover letter, resume, and the names of three current professional references (current or past supervisor) including e-mail address, and telephone number. All applicants must apply using the new online application system. Please visit https://umd.wd1.myworkdayjobs.com/UMES 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.</p> <p>Best Consideration Date: 02/24/2025</p> <p>Posting Close Date: 03/16/2024</p> <p>Open Until Filled: No</p> <p>Department</p> <p>UMES-VPSA-VP Student Affairs</p> <p>Worker Sub-Type</p> <p>Staff Regular</p> <p>Salary Range</p> <p>$48,138 - $58,000</p> <p>EEO Statement</p> <p>UMES is 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.</p> <p>Diversity Statement</p> <p>The University of Maryland Eastern Shore (UMES) is an equal access, equal opportunity institution 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.</p> <p>Title IX Statement</p> <p>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 retaliation for asserting or otherwise participating in claims of sex discriminations or harassment.</p>