Executive Administrative Assistant I

Job Description Summary

Organization's Summary Statement:

The Executive Administrative Assistant I in the Office of the Vice President for Enrollment Management and Student Experience 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.

Responsibilities:

Administrative Duties

• Oversee and manage the day-to-day operations of the department.
• Provides administrative support, which includes greeting and screening

visitors; answering and routing all incoming phone calls; and managing the

department's email accounts and voice mail systems.

• Creates, edits, formats, and revises outgoing correspondences, forms, reports,

handouts, guides, manuals, and workshop presentations using MS Word, MS

PowerPoint and MS Publisher. Proofreads for grammatical, typographical and

basic content errors. Identifies and addresses errors or deficiencies, bringing

them to the writer's attention as necessary.

• Signs important correspondence frequently without instruction or review.
• 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.

• Exercises independent judgement and initiative in establishing and revising

complex and sensitive filing systems. Enters, updates, and retrieves

information stored in files and databases.

• Independently schedules appointments and engagements, arranging and

coordinating all meeting details. Ensures the Vice President is fully briefed on

relevant matters before meetings. May attend meetings and take notes as

needed.

• 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 budgets.
• Acts as intermediary for the Vice President, interacting with officials, staff at all

levels, and the public. Provides information requiring comprehensive

knowledge of institution policies, procedures, and special issues.

• Anticipates Vice President'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 Vice President.

• Ensures confidentiality of information.
• Performs other related duties assigned. Specific duties and responsibilities

may vary based upon departmental needs.

Operational Duties

• Assists with special projects assigned by the Vice President.
• Manage the logistics (room reservations, equipment requests, parking

reservations; catering requests) involved with special office events, meetings

and programs.

• Oversees and maintains office supply and equipment inventory and completes

requisitions for office supplies, repairs of office equipment, printing and travel.

Supervisory Duties

• Provides supervision, guidance and instruction to office support staff (e.g.,

student workers, graduate assistants, student volunteers).

• Assures accuracy of Graduate Assistants and student worker time sheets.
• Facilitates performance evaluations for office support staff.

Required Minimum Qualifications:

• High School Diploma or GED required.
• Four years of secretarial experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and

other office management tools.

• Experience managing budgets and expense reports.
• Familiarity with office management systems and procedures.
• Knowledge of project management principles and tools.
• Ability to adapt quickly in a fast-paced environment.
• Must have excellent customer service to include the ability to interact with

students, public officials, and staff at all levels in a courteous and efficient

manner.

• Ability to handle confidential and sensitive information with discretion and

professionalism.

Required Knowledge/Skills/Abilities:

• General knowledge of and skill in the practical application generally accepted office practices and procedures.
• Strong organizational and time management skills with the ability to multitask

and prioritize effectively.

• Ability to communicate effectively both orally and in writing; to understand and

follow oral and written instructions.

• Strong problem-solving skills and the ability to work independently with

minimal supervision.

• Attention to detail and accuracy in all aspects of work.
• Exceptional interpersonal skills with the ability to interact professionally with

executives, staff, and external stakeholders.

• Ability to coordinate complex schedules, meetings, and travel arrangements.
• Skilled in composing a variety of correspondence.
• Skilled in managing electronic and hardcopy filing systems and in gathering

and summarizing information.

• Skilled in planning, organizing, prioritizing, and executing complicated and

continuing assignments without instruction.

• Ability to project a professional and positive image of the institution.
• Ability to make effective oral presentations.
• Ability to supervise office operations and staff.

Preferences:

• Bachelor's degree
• Minimum of 3-5 years of experience in executive-level administrative support
• Experience in a higher education, corporate, or government setting.

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.

Licenses/ Certifications: N/A

Minimum Qualifications

EDUCATION: High School Diploma or GED.

EXPERIENCE: Four years secretarial experience.

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.

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.

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. 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.

Additional Job Details

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.

Best Consideration Date: 02/24/2025

Posting Close Date: 5/16/2025

Open Until Filled: No

Department

UMES-VPSA-VP Student Affairs

Worker Sub-Type

Staff Regular

Salary Range

$48,138 - $58,000

EEO Statement

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.

Diversity Statement

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.

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 retaliation for asserting or otherwise participating in claims of sex discriminations or harassment.