Administrative Assistant ; Temporary

Job Description Summary

The Office of the Registrar at University of Maryland Eastern Shore (UMES) invites resumes for a full‑time, temporary, contractual, non‑exempt position. This is a six‑month initial appointment. Continuation of the contract will be based on availability of funding. The position provides moderately complex administrative support, under general supervision, in a high‑volume processing environment with emphasis on accuracy, integrity, timeliness, and compliance.

The role includes data entry, document imaging, record maintenance, front‑line customer service, and continuous interaction with students, faculty, and staff.

$21.75 per hour.

No regular benefits. Safe and Sick Leave Guidelines:
Safe and Sick Leave is accrued at a rate of 1 hour for every 30 hours worked up to a maximum of 40 hours per calendar year. Up to 40 hours may be carried over each year. Up to 64 hours may be used per calendar year, and a total of up to 64 hours may be accrued at any time.

No leave is available until 106 days from hire date. Leave balances are carried over for contract renewals. Upon termination, no payment is made for unused leave. If re‑employed within 37 weeks after termination, unused leave may be reinstated.

• Serve as the primary front desk contact; screen and respond to phone calls, emails, visitors, and walk‑in inquiries, resolving routine matters and directing complex issues appropriately.
• Enter, update, and retrieve information as needed; develop, maintain, and update electronic and paper filing systems in accordance with institutional retention, security, and FERPA requirements.
• Review incoming documents for completeness, accuracy, and proper authorization prior to processing.
• Perform high‑volume data entry into the Student Information System (e.g., Oracle People Soft) ensuring accuracy and compliance with academic policies.
• Compose responses to routine inquiries in accordance with general instructions and provide clear guidance to students, faculty, and staff regarding registrar processes and procedures.
• Utilize Microsoft Office (Word, Excel, Outlook) for tracking, reporting, and managing high‑volume workflows and data logs.
• Maintain strict confidentiality of student records and sensitive information in compliance with federal and institutional regulations.
• Assist with general office operations including scheduling, supply coordination, gathering and consolidating background information for reports, and utilizing available resources such as departmental files, policy and procedure documents, internet research, and communication with internal and external contacts.
• Edit, format, and revise a variety of documents created by others; proofread for grammatical, typographical, and basic content errors.
• Schedule and coordinate meetings and appointments; prepare background and support materials following general instructions; may attend meetings and provide minutes.
• Perform other related duties as assigned.

• High School Diploma or GED; 2 years of administrative support experience.
• Demonstrated experience with data entry, document management, or records processing.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail with a high level of accuracy.
• Ability to manage multiple tasks and prioritize in a high‑volume environment.
• Strong customer service and communication skills.
• Experience working in a Registrar’s Office or higher education setting.
• Experience with Student Information Systems (e.g., People Soft).
• Experience with document imaging and electronic records systems.
• Knowledge of academic records policies, FERPA, and registrar processes.

• Knowledge of general office practices and administrative procedures.
• Ability to maintain accurate records and perform detailed data entry.
• Effective communication, both oral and written, with diverse populations.
• Independence within established procedures.
• Strong organizational and time‑management skills.
• Discretion in handling confidential information.

• Extended periods of standing, bending, stooping, and sitting at a desk.
• Lifting of items as required.
• Regular communication with a variety of constituents, both externally and internally.
• Operation of a variety of office equipment.

• High School Diploma or GED.
• At least 2 years of administrative support experience.

UMES is an Equal Employment Opportunity /affirmative action employer and will not discriminate against any employee or applicant based on race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply.

Title IX: UMES complies with Title IX of the Education Amendments of 1972, prohibiting discrimination and retaliation based on sex in its educational programs and activities.