Executive Administrative Assistant II

 

Job Description:

Under limited supervision, provides executive level, secretarial, administrative and business support to the Horn Point Lab Director, Assistant Director for Outreach and Development and Associate Lab Directors.  Will handle matters of a highly confidentialand sensitive nature.  The position regularly interacts with all levels of university officials and faculty, state and local officials, the public and all employees.

 

Job Duties:

Oversees and coordinates all administrative matters for the Horn Point Laboratory. This employee regularly handles matters of a highly confidential or sensitive nature.  Ensures compliance with UMCES and HPL administrative procedures and policies, including managing confidential information and ensuring all information passes through the appropriate offices.  Acts as intermediary for executives, interacting with officials and staff at all levels and the public.  Provides information requiring comprehensive knowledge of institution policies, procedures and special situations.  Primary responsibility for coordinating faculty appointments, promotions, reviews, and reappointments. Manages the Director’s daily schedule. This includes planning travel and itineraries, developing agendas and meeting materials.  The position will assist in areas related to job ads, FRA contracts, appointment letters and student awards.  Schedule, attend and record minutes of all faculty and administrative meetings.  This includes making arrangements for meetings, notifying participants, coordinating details and ensuring that leadership is fully briefed on all matters. Assist with the planning and coordination of various HPL events. This includes annual events as well as public events.

Assists with making all necessary travel arrangements for the Lab Director, Assistant Director for Outreach and Development.  Independently performs required administrative follow-up and recordkeeping. Processes all travel requests on all funding in accordance with university policies and sponsor’s requirements regarding records, reports, controls, and conditions regarding the expenditure of funds. This position serves as the primary resource person for the interpretation and application of laws, rules, and regulations for travel transactions.   

 

This position coordinates the administration, accounting and reporting activities for all HPL Foundation accounts. Assists to ensure that transactions meet established Foundation and UMCES policies and procedures.  Analyzes areas of expenditures and deposits, identifies problem areas, and recommends corrective action.    

Unit:  Horn Point Laboratory 

Location: Cambridge, Maryland

Minimum Qualification: High School Diploma or GED. Six years secretarial experience, one year of which was providing primary secretarial support to key administrator. Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar, and arithmetic.  Thorough knowledge of and skill in the sue of work processing, database and spreadsheet software to produce documents and maintain information.  Excellent communication skills, both oral and written.  Ability to understand and follow oral and written instructions and to project a professional and positive image of the institution. 

Preferred Qualifications:  A bachelor’s degree and experience with MS Office applications including Word, Excel, PowerPoint and experience with the Google Workspace environment.  Experience with a University System of Maryland Institution or other university administrative environment.  Experience working with Foundations and making travel arrangements with Concur.

Physical Demands: Sedentary, administrative office environment.

Salary Range:  $55,000 – $70,000

To Apply, please visit: https://umces.peopleadmin.com/postings/1891