Executive Administrative Assistant I

Job Description Summary

Organization's Summary Statement:

The Office of the General Counsel invites applications for a full-time, non-exempt position with benefits. The position reports directly to the General Counsel.

Benefits: UMES offers exciting opportunities for professional growth. Generous benefits include health benefits (medical, prescription, dental, flexible spending accounts), Retirement (State or Optional Retirement Plan with Fidelity or TIAA), Supplemental Retirement Accounts (TIAA, Fidelity, or MSRP-Nationwide) with $600 annual state match, Life Insurance (state sponsored MetLife, USM sponsored MetLife Plan, life insurance and long-term disability insurance), Tuition Remission, Employee Assistance Program, paid holidays, paid leave (Exempt positions start at 22 days annual, non-exempt positions start at 11 days annual per year, sick leave 15 days per year, personal leave 3 days per year). Overtime, shift-differential and on-call pay (non-exempt positions only).

Under general supervision, provides executive level secretarial and administrative assistance to the General Counsel. Due to confidentiality, privilege and other ethical duties required of personnel within the Office of General Counsel, the position requires compliance with all ethical responsibilities in the handling of confidential matters. In addition, this position may provide additional support to the Office of the President on an as-needed basis.

Essential/Primary Duties:

• Maintains matter and case management file system and database(s), including

organization and intake of all internal and external matters/projects, cases and

official inquiries/matters of administrative and governmental agencies,

including but not limited to the University System of Maryland, DOL, EEOC, OCR,

and DOJ.

• Serve as contact/legal liaison between General Counsel and requestors and/or

university units for requests pursuant to the Maryland Public Information Act

and maintain all public information act database(s) and log(s).

• Establishes, monitors and maintains case files. Documents all

communications with clients

• Maintenance of licensing requirements and renewals for General Counsel,

including but not limited to monitoring and reporting of Continuing Legal

Education Requirements and payment of Bar dues and other expenses for

multiple jurisdictions.

• Serve as contact/legal liaison between General Counsel and UMES faculty and

staff/academic and administrative departments on all matters, including but

not limited to internal and external investigations, discovery preparation and

trial preparation.

• 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.

• 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.

• 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.

• Performs other related duties as assigned.

Physical Demands:

• May require extended periods of standing, bending, stooping, sitting at desk.
• May require lifting up to 25 lbs.
• 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: 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.

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.

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

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. 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: N/A

Posting Close Date: N/A

Open Until Filled: Yes

Department

UMES-GENC-General Counsel

Worker Sub-Type

Staff Regular

Salary Range

$50,000 - $60,000

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.