Executive Administrative Assistant

Responsibilities and Duties

• Manages Dean's calendar and correspondences across campus, University System of Maryland, and community groups. Prepares calendar of college monthly meetings each semester. Updates distribution lists of faculty, staff, and adjunct faculty.

• Coordinates college and department responses to inquiries from the President, Provost and other campus and community entities.

• Collaborates as Dean's Office Liaison with the COE Standing Committees. Assists College Council by maintaining a list of Standing Committee members. Serve as ex officio on the Scholarship and Awards Committee.

• Manages agenda for COE Leadership Group meetings: records and maintain minutes of the meetings, follows up on action items. Prepares an agenda of items requiring action for the Dean, Associate Dean and Assistant Dean to respond to when they meet.

• Maintains list of faculty searches and vacant faculty lines.

• Coordinates technical set up structure for Promotion, Tenure, and Reappointment Committee folders with the Office of Technology Services.

• In collaboration with other COE staff members, plans for college events including refreshments and facility set-up.

• Collaborate with office staff to help with facility planning and upkeep.

This work schedule may require overtime to support certain college events.

• High School Diploma or GED.

• Four years secretarial experience.

Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business english, spelling, grammar, and arithmetic; of USM 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;

in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction. Ability to communicate effectively both orally and in writing;

to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.

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.

• Proficiency in software systems (e.g., Peoplesoft, R25, Stratus).

Organization: Academic Affairs Division

Primary

Location:

Main Campus

Job Posting: Aug 25, 2026