Bowie State University Employment Opportunities Executive Administrative Assistant I
Executive Administrative Assistant I
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Posting Details
Job Specification Information
Job Posting Number S415NE
Position Title Executive Administrative Assistant I
Class Title Staff
Regular or Contingent II Regular (PIN)
Desired Start Date
FLSA Non-Exempt
Grade/Range $57,503 - $71,582
Open Date 02/06/2024
Close Date
Open Until Filled Yes
Duties and Responsibilities General Responsibilities:
Provide complex administrative secretarial and clerical support to the
Office of the Provost. Serves as Executive Assistant to the Leadership in
the Office of the Provost.
Arrange meetings and conferences as required.
Schedule interviews and appointments where relevant and as requested.
Edit, proofread and format a variety of documents and materials created by
management and other staff members.
Maintain paper and electronic filing systems; sort out documentation for
filing, and conduct periodic purging of the filing system.
Record all paperwork submitted to the Office of the Provost after review
and signature by the Provost Office Leadership.
File administrative personnel documents.
Supervise screening of telephone calls and visitors to the office.
Prepare relevant documentation for reimbursement of expenditure incurred
through the utilization of the corporate and Diners Club cards issued to
the Associate Provosts.
Attend meetings and record minutes upon request.
Coordinate travel requests (including airline and hotel reservations and
ground transportation arrangements) for the Office of the Provost and
other personnel when required, and prepare relevant documentation with
regard to requests for reimbursement.
Liaise with other departmental administrative assistants as required to
support the general management and administrative offices.
Provide back-up support to the Staff Assistant in his/her absence.
Independently handle other routine matters as appropriate.
General Duties:
Assist, where required, in coordinating logistical activities
(student/faculty contracts, budget processes budget transfers,
expenditure/revenue transfers, budget monitoring, purchase requisitions,
travel arrangements) for grant and state-funded programs.
Assist, where required, in coordinating logical activities (students'
contingent requisitions/contracts, faculty overloads, pay letters,
purchase requisitions) for grant and state-funded programs.
Proof and edit proposals and other administrative documentation prior to
dissemination/submission.
Input position descriptions into the Human Resources PeopleAdmin system as
required.
Maintain inventory of the office's stationery and replenish inventory as
required. (including replenishing of stationery for the Office of
International Education and Student Services).
Liaise with DIT and other external vendors with regard to troubleshooting
of office equipment; source required office equipment as required and
prepare the relevant documentation for ordering equipment and supplies.
Assist with varying students' issues as necessary.
Provide administrative assistance to other departments/individuals where
required.
Other Duties as Assigned:
Provide a high level of executive and administrative support and handle
matters of a highly confidential and/or sensitive nature.
Maintain open lines of communication with internal and external
constituents on behalf of the office of the Provost.
Act, where required as backup to the Staff Assistant in undertaking the
relevant timesheet entry for the Provost and Vice President for Academic
Affairs.
Brief the Leadership (Provost/Associate Provosts) and Staff Assistant on
matters which require immediate or continuous attention.
Reply to routine inquiries as directed.
Assist in the administration of policies and procedures, including
packaging new hire paperwork and forwarding to the Provost for review and
approval.
Assist in maintaining employment contracts for faculty.
Assist in maintaining tenure review schedule and coordination of faculty
notifications.
Assist in the preparation and dissemination of Annual Full-time Salary
Notification Letters.
Periodically audit all faculty records maintained for accuracy, current
information and other documents as required.
Minimum Qualifications
These are the job duties for required of the position
Education
High School Diploma or GED required.
Associate Degree in Administration would be an asset.
Experience
Minimum three (3) years of administrative office support experience
required.
Experience in a higher education setting preferred.
Knowledge Skills and Abilities
General knowledge of, and skilled in the practical application of
generally accepted office practices and procedures.
Ability to communicate effectively both orally and in writing.
Ability to proofread and edit written documents.
Ability to understand and follow oral and written instructions.
Skills in various computer software packages, such as word processing,
spreadsheets, databases, and presentation programs, internet, email and
calendar software.
Ability to independently undertake events planning and coordination.
Basic knowledge of research and reporting methods and techniques used in
conducting studies, as well as in collecting, compiling, analyzing, and
organizing data and information of analytical, statistical and
mathematical principles and techniques used for performing computations,
and presenting information in chart and graph forms.
Ability to interact effectively with internal and external parties in a
courteous and efficient manner.
Ability to effectively plan, organize, prioritize and execute multiple and
continuing assignments with general instructions. Experience with MS
Office suite (Word, Excel, PowerPoint) and PeopleSoft (preferred).
Conditions of Employment Special Requirement: A skills level assessment will be administered to qualified candidates on Microsoft 2016 Word, Excel, and PowerPoint.
Please be advised, COVID-19 vaccinations are not required but encouraged for
faculty and staff to be employed at Bowie State University. This protocol is
subject to change.
Must pass a Criminal Background Check
Other BSU offers a generous and comprehensive benefits package, which includes 22 vacation days, 13 holidays, 15 sick days; comprehensive medical, dental, and vision insurances, flexible spending account, and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools, winter and spring breaks.
Posting Detail Information
Special Instructions to Applicant
Quick Link for Internal Postings https: // bowiestate.peopleadmin.com/postings/3515
Pass Message
Fail Message
Supplemental Questions
Required fields are indicated with an asterisk ().
Do you have a high school diploma or GED?
Yes
No
Do you have a minimum of three (3) years of administrative office support experience?
Yes
No
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Letter of Reference 1
Letter of Reference 2
Letter of Reference 3
