Executive Administrative Assistant I

Executive Administrative Assistant I

Grade/Range: $50,000 - $55,000

Regular (PIN)

FLSA:
Non-Exempt

Open Date: 08/14/2023

Open Until Filled:
Yes

• 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.
• Composes replies to general inquiries requiring comprehensive program knowledge.
• 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’sattention as deemed appropriate.
• Exercises independent judgement and initiative in establishing and revising complex and sensitive filing systems.
• Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• 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 onmatters 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, andspace are used efficiently and effectively.
• Assists in monitoring departmental budget.
• Acts as intermediary for executive, interacting with officials,staff at all levels, and the public.
• Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
• Anticipates executive’s course of action when absent and facilitates problem resolution.
• Interprets administrative decisions and policies to other staffand transmits directions
  and instructions based on authority delegated by the executive.
• Ensures confidentiality of information.
• Provides guidance and instruction of office support staff.
• Supports office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.
• Perform other duties as assigned by Dean.

These are the job duties for required of the position

A High School Diploma or GED required. Bachelor degree preferred.

A minimum of four (4) years of administrative support.

• Comprehensive knowledge of and skill in the application ofoffice practices, procedures, and equipment; of business English,spelling, grammar, and arithmetic; of UMS policies and procedure sand the institution’s purpose, goals, and procedures.
• General knowledge of and skill in the use of Microsoft (Word,Excel, PowerPoint and Access), 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 andtact; in interacting with students, public officials and staff atall 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 projecta professional and positive image of the institution; to make effective oral presentations; to supervise office operations andstaff.

Special Requirement: A skills level assessment will be administered to 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.

This is a union position.

Bowie State University offers an excellent benefits package! This includes tuition remission including eligible dependents; choice ofmedical/vision plans, Carefirst BC/BS, United Health Care and Kaiser plans, dental, prescription, and life insurance, training and development, EAP ; and as eligible generous leave package including sick/bereavement, annual, personal; and winter and spring breaks.