Administrative Assistant II
Job Description
Position Number:
103485Title:
Administrative Assistant IIFunctional Title:
Administrative Assistant IICategory Status:
20-Nonexempt,RegularApplicant Search Category:
StaffUniversity Authorized FTE:
1.000Unit:
AGNR-UME-Wye RECHiring Range Minimum:
$46,736.00Hiring Range Maximum:
$56,083.00Benefits Summary
Top Benefits and Perks:Campus/College Information:
Founded in 1856, University of Maryland, College Park is the flagship institution in the University System of Maryland. Our 1,250-acre College Park campus is just minutes away from Washington, D.C., and the nexus of the nation’s legislative, executive, and judicial centers of power. This unique proximity to business and technology leaders, federal departments and agencies, and a myriad of research entities, embassies, think tanks, cultural centers, and non-profit organizations is simply unparalleled. Synergistic opportunities for our faculty and students abound and are virtually limitless in the nation’s capital and surrounding areas. The University is committed to attracting and retaining outstanding and diverse faculty and staff that will enhance our stature of preeminence in our three missions of teaching, scholarship, and full engagement in our community, the state of Maryland, and in the world.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify someone from employment. Prior to any adverse decision, finalists have an opportunity to provide information to the University regarding the background check.
The University reserves the right to rescind offers of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Offers are contingent on providing proof of employment eligibility in the United States no more than 3 days after the initial start date. If this proof is not provided within this timeframe, the offer may be rescinded or employment terminated.
The University reserves the right to rescind offers of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Offers are contingent on providing proof of employment eligibility in the United States no more than 3 days after the initial start date. If this proof is not provided within this timeframe, the offer may be rescinded or employment terminated.
Position Summary/Purpose of Position:
This is an off-campus position located at the Wye Research & Education Center in Queenstown, MD.
This full-time (40 hours/week) Administrative Assistant II position is located at the Wye Research and Education Center (WREC) in Queenstown, Maryland. Under general supervision, provides moderately complex administrative support to faculty and staff at the research and education center. In particular, this position provides administrative support to the University of Maryland Extension (UME) Agriculture and Food Systems Programs, LEAD Maryland Programs as well as general support faculty and staff working at the Wye Research and Education Center (WREC). This position will also assist the Horticulture Program Manager at the University of Maryland-WREC with maintaining a distribution list, creating and managing event registrations for events such as Strawberry Twilight and Pumpkin Twilight, posting ads and calendars of events, and preparing handouts for educational farm tours and workshops.
This full-time (40 hours/week) Administrative Assistant II position is located at the Wye Research and Education Center (WREC) in Queenstown, Maryland. Under general supervision, provides moderately complex administrative support to faculty and staff at the research and education center. In particular, this position provides administrative support to the University of Maryland Extension (UME) Agriculture and Food Systems Programs, LEAD Maryland Programs as well as general support faculty and staff working at the Wye Research and Education Center (WREC). This position will also assist the Horticulture Program Manager at the University of Maryland-WREC with maintaining a distribution list, creating and managing event registrations for events such as Strawberry Twilight and Pumpkin Twilight, posting ads and calendars of events, and preparing handouts for educational farm tours and workshops.
Minimum Qualifications:
Education:
High School Diploma or GED.
High School Diploma or GED.
Experience:
3 years experience providing administrative support.
3 years experience providing administrative support.
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.
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, and Abilities:
- General knowledge of and skill in the practical application of generally accepted office practices and procedures.
- Ability to communicate effective both orally and in writing.
- Ability to proofread and edit written documents.
- Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
- Ability to understand and follow oral and written instructions.
- Ability to interact effectively with internal and external parties in a courteous and efficient manner.
- Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
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.
Preferences:
Preferences:
- Excellent communication and organization skills.
- Established skill set in using Microsoft Office/Microsoft 365 (Microsoft Word, Access, Excel, and PowerPoint).
- Knowledge and ability in using Google Suite applications.
- Knowledge and ability in using Adobe Acrobat (create, edit, convert, digitally sign, encrypt, export and publish PDF files).
- Established skill set in database management.
- Ability to track and manage multiple programs and funding sources.
- Knowledge and ability to use Drupal for web-site maintenance.
- Knowledge and ability to use social media.
- Knowledge and ability to use and manage video conferencing platforms (such as Zoom).
- Handle confidential information with discretion and maintain the highest level of confidentiality regarding discussions, documents, and sensitive information related to program participants, stakeholders, and organizational matters.
Additional Certifications:
- This position is subject to a Criminal History Record Check and University of Maryland Background check. Employment is contingent upon successful completion and clearance of the Criminal History Record Check.
Additional Information:
Responsibilities:
Administrative Assistant – LEAD Maryland Program, a UME Signature Program, offers a leadership development curriculum focused on public issues education, leadership skills, and personal growth; and LEAD Maryland Foundation, a nonprofit that funds the Program and provides a governing and advisory board in support of the Program.
- Provide comprehensive administrative support, including correspondence, mailings, shipping, and creating and maintaining electronic files and spreadsheets.
- Use DonorPerfect (a donor management and fundraising platform) to manage and maintain donor, participant, volunteer, and newsletter subscriber databases.
- Use Constant Contact (a digital and email marketing platform) to format and distribute program newsletters and to create and manage online event registrations and payments.
- Assist with program activities, including preparing materials for seminars.
- Using the University’s financial systems and shadow accounts, track purchasing, and other expenditures.
- Maintain and update LEAD’s tuition/fees payments spreadsheets.
- Support the Drupal website by maintaining the LEAD Program pages and information.
- Coordinate and host in-person, virtual and hybrid meetings for the LEAD Maryland Foundation Board and its committees. Prepare materials. Serve as on-site support for board meetings including taking and distributing meeting minutes. Manage catered lunches when needed.
- Organize registrations for special events; create spreadsheets to track event budgets.
- Serve as the on-site administrative support for special LEAD Maryland events, including LEAD Maryland Program applicant interviews and graduations.
- Prepare bank deposit tickets and file deposit receipts to be available for audit. Each month, send Foundation’s vouchers and receipts, and PayPal reports, to the Foundation’s bookkeeper.
Agriculture and Food Systems Programs:
- Provide administrative support to UME program specialists located at the Wye Research & Education Center.
- Provide program support, including the design and preparation of teaching and program materials, advertising and registration for events and programs.
- Provide administrative support and maintenance of participant databases.
- Provide procurement and purchasing support for Agriculture and Food Systems programs.
- Reconcile accounts using the Kuali financial systems and shadow accounts to track purchasing, registration and other expenditures.
- Serve as the on-site administrative support during program events
- Provide support for the Drupal website including the maintenance of “the calendar of events” for Agriculture and Food Systems Programs.
- Input survey data from meetings and events.
General Support to faculty and staff:
- Provide general administrative support – mailings, correspondence, maintain the WREC email reflector, maintain the WREC in-house phone directory, manage the schedule and usage of conference room and library, greet and direct visitors attending programs/events at WREC.
- Provide general purchasing and procurement support.
- Provide general administrative support for events and programs at the WREC.
Salary & Benefits: Salary will be commensurate with experience, with a base salary of $46,736.00 for this full-time position. The University of Maryland offers an extensive benefits package, more information regarding employee benefits can be found by visitinghttps://uhr.umd.edu/benefits/.
Applications: All candidates must submit their applications online at: https://ejobs.umd.edu
Job Risks
Not Applicable to This PositionPhysical Demands
- Driving, minimal travel, lifting 25 lbs (boxes of supplies and materials).
- The nature of the position is it mostly sedimentary (sitting).
- Visual Acuity – computer work to include work on spreadsheets, databases and web-based programs.
- Environmental: working in an area with a lot of foot traffic and surrounding conversations.
Posting Date:
09/30/2024Closing Date:
10/14/2024Open Until Filled
NoDiversity Statement:
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
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