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University of Maryland Eastern Shore · 1 day ago

Administrative Assistant I (Part-time)

University of Maryland Eastern Shore

Full-time, Part-time

Onsite

Entry Level

$21.75/hr - $21.75/hr

2+ years exp

The University of Maryland Eastern Shore is inviting applicants for a part-time Administrative Assistant position within the Department of Rehabilitation Services. The role involves providing administrative, operational, and data management support for the RSA-LTT Grant and requires discretion, accuracy, and knowledge of UMES procedures.

EducationHigher EducationUniversities

No H1B

Responsibilities

Document Preparation and Editing - Edits, formats, and revises letters, reports, forms, presentations, and other materials. Proofreads for accuracy and compliance with UMES and RSA-LTT communication standards

Confidential File Management—Maintain secure and confidential files for student beneficiaries, RSA traineeship service agreements, and departmental records. Ensure proper handling and archiving in PIMS and internal secure drives per FERPA and UMES policies

Telephone, Email, and Visitor Communication – Screens and directs calls and visitors. Responds to routine inquiries. Use professional customer service practices to reflect departmental values

Scheduling and Meeting Coordination – Schedules meetings/appointments for the Project Director and grant activities. Prepares agendas and materials and takes minutes as needed. Coordinates room reservations

Travel and Reimbursement Support— Assists with travel authorization submissions, conference registrations, and reimbursement processing following UMES and State of Maryland travel guidelines

Admissions and Scholarship Follow-Up— Communicate with prospective students regarding admissions and RSA traineeship scholarship requirements. Track applicant data and maintain scholarship eligibility documentation

Data Collection & Reporting—Generate monthly/semester reports, including student progression data, alumni employment tracking, credentialing exam pass rates, PIMS trainee tracking, completion outcomes, and grant performance indicators for RSA annual reporting

Watermark System Support—Create and maintain rubrics, evaluation templates, and survey forms, and assist in course evaluation setup within Watermark Student Learning & Licensure and Watermark Course Evaluations & Surveys

Counseling Laboratory Coordination – Manage counseling lab reservation schedules; maintain log sheets; ensure equipment readiness; coordinate with IT/Facilities for support needs

Financial and Procurement Processing— Assist with purchasing requests, Workday requisitions, expense reports, purchase orders, journal entries, and monthly reconciliation of grant budget expenditures

Workday Grant and Financial Monitoring—Run basic Workday budget and cost center reports; assist the Project Director in monitoring expenditures against grant budget, identify discrepancies and prepare supporting documentation

Event and Outreach Coordination—Assist with RSA recruitment activities, departmental workshops, student onboarding meetings, and orientation events. Develop flyers and communication announcements

Performs other related duties as assigned

Qualification

Microsoft Office SuiteWorkdayPIMSWatermarkData ManagementCustomer ServiceWritten CommunicationOrganization SkillsTime Management

Required

High School Diploma or GED

2 years experience providing administrative support

General knowledge of and skill 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

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

Proficient in Microsoft Office Suite

Ability to learn Workday, Watermark, PIMS, and other UMES platforms

Strong written communication, organization, and time-management skills

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