Administrative Assistant ; Part-time

Position: Administrative Assistant I (Part-time)
Location: Princess Anne

Job Description Summary

The Department of Rehabilitation Services invites applicants to apply for a part-time, nonexempt, position. The position will report to the Principal Investigator, ARC Project - RSA Long-Term Training Grant. The position is part-time (up to 10 hours per week form 5:00 p.m. to 8:0 p.m.) Work requires discretion, accuracy, confidentiality, and knowledge of UMES procedures, CACREP Accreditation and grant(s) management.

The Administrative Assistant provides administrative, operational, and data management support for the RSA-LTT Grant and the Department of Rehabilitation. Responsibilities include document preparation, student support coordination, data tracking for grant reporting, confidential file management, scheduling, financial processing, and coordination of student support services related to the grant. Work requires discretion, accuracy, confidentiality, and knowledge of UMES procedures, CACREP Accreditation and grant(s) management

Primary Duties:

1.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

2.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.

3.Telephone, Email, and Visitor Communication - Screens and directs calls and

visitors. Responds to routine inquiries. Use professional customer service

practices to reflect departmental values

4. 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.

5. Travel and Reimbursement Support
- Assists with travel authorization

submissions, conference registrations, and reimbursement processing

following UMES and State of Maryland travel guidelines.

6. Admissions and Scholarship Follow-Up
- Communicate with prospective

students regarding admissions and RSA traineeship scholarship

requirements. Track applicant data and maintain scholarship eligibility

documentation.

7. 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.

8. 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.

9. Counseling Laboratory Coordination - Manage counseling lab reservation

schedules; maintain log sheets; ensure equipment readiness; coordinate with

IT/Facilities for support needs.

10. Financial and Procurement Processing
- Assist with purchasing requests,

Workday requisitions, expense reports, purchase orders, journal entries, and

monthly reconciliation of grant budget expenditures.

11.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.

12. Event and Outreach Coordination-Assist with RSA recruitment activities,

departmental workshops, student onboarding meetings, and orientation

events. Develop flyers and communication announcements.

13. Performs other related duties as assigned.

Minimum Qualifications

EDUCATION:

High School Diploma or GED

EXPERIENCE:

2 years experience providing administrative support.

OTHER:
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.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effective both…