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University of Maryland Eastern Shore · 1 month ago

Executive Administrative Assistant I

University of Maryland Eastern Shore

Full-time

Onsite

Mid Level

$50K/yr - $60K/yr

4+ years exp

The University of Maryland Eastern Shore (UMES) is seeking an Executive Administrative Assistant I for the Office of the General Counsel. This role provides executive level secretarial and administrative assistance to the General Counsel and may also support the Office of the President as needed.

EducationHigher EducationUniversities

No H1B

Responsibilities

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

Qualification

Office practicesWord processingDatabase softwareSpreadsheet softwareBusiness EnglishCommunication skillsOrganizational skillsConfidentialityInterpersonal skills

Required

High School Diploma or GED

Four years secretarial experience

Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment

Knowledge of business English, spelling, grammar, and arithmetic

Knowledge 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

Skill in operating manual and automated office equipment

Skill in managing filing systems

Skill in gathering and summarizing information

Skill in maintaining confidentiality and handling sensitive matters with discretion and tact

Skill in interacting with students, public officials and staff at all levels in a courteous and efficient manner

Skill in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction

Ability to communicate effectively both orally and in writing

Ability to understand and follow oral and written instructions

Ability to project a professional and positive image of the institution

Ability to make effective oral presentations

Ability to supervise office operations and staff

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

Benefits

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)

Company

University of Maryland Eastern Shore

The University of Maryland Eastern Shore offers an impressive array of accredited degree programs that blend a time-honored curriculum with instruction in contemporary fields such as aviation science, construction management, criminal justice, engineering, hospitality management and allied health.

Founded in 1886

Princess Anne, Maryland, USA

1001-5000 employees