Administrative Assistant ; Temporary

Office Of The Registrar Position

The Office of the Registrar at University of Maryland Eastern Shore (UMES) invites resumes for a full-time, temporary, contractual, non-exempt position. This a six-month initial appointment. Continuation of the contract will be based on availability of funding. The position will involve a work environment and expectations that under general supervision, provides moderately complex administrative support to include high-volume processing environment with significant emphasis on accuracy, integrity, timeliness, and compliance, prolonged periods of computer use for data entry, document imaging, and record maintenance, provide front-line customer service and continuous interaction with students, faculty, and staff requiring professionalism and consistency.

The position will report to the Assistant Registrar. Salary: $21.75.

Safe and Sick Leave Guidelines:

• Pursuant to the Maryland Healthy Working Families Act, if you are regularly scheduled to work a minimum of 12 hours a week, you will be entitled to accrue Sick and Safe leave at the rate of 1 (one) hour for every 30 hours worked up to a maximum accrual of 40 hours per calendar year.
• You may carry over up to 40 hours of Sick and Safe leave per calendar year. You may use up to 64 hours of accrued Sick and Safe leave per calendar year and may accrue up to a maximum of 64 hours of Sick and Safe leave in total at any time.
• You will not be eligible to use Sick and Safe leave until 106 days from your date of hire. Sick and Safe leave balances will be carried over for contract renewals. Upon termination from employment, you will not be entitled to payment for any unused Sick and Safe leave balance; however, if you leave employment and are re-employed within 37 weeks of your last contract termination date, you will be entitled to have any unused Sick and Safe leave reinstated.

Primary Duties:

• 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
• Enters, updates, and retrieves 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 to 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, gathers and consolidates background information for reports, utilizing available resources such as departmental files, policy and procedure documents, internet research, communication with internal and external contacts and administrative support tasks as needed.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
• Schedules and coordinates meetings and appointments. Prepares background and support materials following general instructions. May attend meetings and provide minutes.
• Performs other related duties as assigned.

Preferences (Qualifications and 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.

Preferences (Knowledge, Skills, and Abilities):
Knowledge of general office practices and administrative procedures. Ability to maintain accurate records and perform detailed data entry. Ability to communicate effectively and professionally with diverse populations. Ability to work independently within established procedures. Strong organizational and time management skills. Ability to handle confidential information with discretion.

Physical Demands:
May require extended periods of standing, bending, stooping, sitting  require lifting. Requires communication with a variety of constituents externally and internally. Requires operation of a variety of office equipment.

Minimum…