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University of Maryland, Baltimore (UMB) · 2 hours ago

Executive Administrative Assistant I

Baltimore, MD

Full-time

Onsite

Mid Level

$54K/yr - $63K/yr

4+ years exp

The University of Maryland, Baltimore (UMB) is seeking an Executive Administrative Assistant I to support a large basic science department. The role involves managing the chair's calendar, coordinating meetings, processing faculty appointments, and handling various administrative tasks with a high level of confidentiality and professionalism.

BiotechnologyHealth Care

H1B Sponsor Likely

Responsibilities

Manage the chair’s calendar: provide direct meeting support by scheduling and coordinating a large volume of routine and highly complex meetings and appointments; set up videoconferencing and manage the technical aspects of the meeting

Call attention to appointments; gather, assemble and distribute background material when appropriate; attend meetings, maintain records of attendance, take notes and track follow-up items

Process the receipt and submission of faculty APT (Appointment, Promotion, and Tenure) packages; process other faculty appointment changes including volunteer appointments, secondary appointments. In collaboration with the department administrator, process postdoc appointments, renewals, stipend adjustments; may assist with visa / international work authorization

Coordinate the logistics for letters of support/ recommendation for students and faculty (e.g., receiving requests, compiling documents, routing for signature)

Compose routine correspondence in accordance with general instructions such as sending routine thank yous, congratulations, sympathy notes/flowers/ gifts; process reimbursements as appropriate

Maintain and archive official department records (e.g., meeting minutes, organizational charts, reports, policy documents)

Prepare and review correspondence, charts, forms, manuscripts, grants, etc. using programs such as Microsoft Word and PowerPoint; format references following publisher guidelines; may use reference/citation software. Proofread correspondence for format, typographical and grammatical accuracy, and conformance with procedures and guidelines (federal, publisher, etc.). In collaboration with the chair, maintain up-to-date CV, biographical sketch, and other support documentation. Ensure that information in these documents agrees and are prepared in accordance with (sponsor/university) guidelines, call discrepancies to chair’s attention

Obtain a Corporate Purchasing Card (CPC); process operational expenses for chair including subscriptions; conference registrations, dues; research supplies and equipment and maintain required records according to university/federal policies; prepare and process other requests for payment/reimbursement (e.g., travel reimbursement, PUR01, PUR02)

Greet visitors and screen telephone calls, taking care of routine matters. Answer inquiries following general instructions and departmental procedures

Make travel arrangements following general instructions and keep records of travel itinerary. Prepare and submit travel requests and expense reports in a timely manner and which follow campus policies and procedures. Primary responsibility for chair travel and reimbursements; responsible for non-employee guests of the department as needed

Under general supervision, coordinate events hosted in the department. This may include locating and scheduling AV equipment, identify caterers and select menus, locating appropriate conference rooms/auditoriums, guest travel, and related tasks mentioned in this requisition, etc

Enters, updates, and retrieves information stored in files, including the alumni, key donor, and stakeholder databases

Other general administrative duties such as errands, filing, photocopying, general library work, and preparing bulk mailings as assigned

Qualification

MS OfficeScheduling programsBusiness communicationDetail-orientedResourcefulnessProfessionalismTeam collaborationInitiativeConfidentiality

Required

High School Diploma or GED

Four (4) years secretarial experience

Knowledge of formal rules for composing a variety of business communications and a strong command of English grammar, punctuation, spelling, and arithmetic required

Comfort in interacting with all types of faculty, scientists, staff, and guests with confidence, creativity and maturity

Ability to exercise initiative and resourcefulness necessary to prioritize multiple ongoing and new projects in a fast-paced academic environment

Ability to work independently as well as the ability to work cooperatively with others; demonstrate professional, ethical, respectful, and courteous behavior when interacting with others

Advanced knowledge of scheduling programs (Outlook), and MS Office (Word, Access, Excel, PowerPoint) programs required; knowledge of basic office equipment and procedures, ability to locate information using a variety of resources (eg. WWW, telephone directory, etc.)

Preferred

Knowledge of university, state, and federal administrative procedures related to the primary duties of this position (e.g., procurement, travel, allowable costs, etc.)

Benefits

Comprehensive benefits package that prioritizes wellness, work/life balance, and professional development

Retirement program

Generous PAID leave package that starts with 11 days of vacation accrued per year

15 paid holidays

3 personal leave

Unlimited accrual of sick time

Time for community service

Comprehensive health insurance

Professional learning and development programs

Tuition remission for employees and their dependents at any University System of Maryland school

Flexible work schedules and teleworking options

Company

University of Maryland, Baltimore (UMB)

The University of Maryland, Baltimore (UMB) was founded in 1807.

Founded in 1953

Catonsville, Maryland, USA

5001-10000 employees

http://www.mprc.umaryland.edu

H1B Sponsorship

University of Maryland, Baltimore (UMB) has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (97)

2024 (119)

2023 (100)

2022 (90)

2021 (49)

2020 (67)