Administrative Assistant II - Department of Natural Sciences

Bowie State University

Bowie, MD

ID: 7087303
Posted: October 18, 2021
Application Deadline: Open Until Filled

Job Description

Job Posting Number S200NE
Position Title Administrative Assistant II - Department of Natural Sciences
Class Title
Regular or Contingent II Regular (PIN)
Desired Start Date
FLSA Non-Exempt
Grade/Range $37,157 - $49,215
Open Date 06/30/2021
Close Date 11/15/2021
Open Until Filled No
Duties and Responsibilities
• Provides complex administrative secretarial and clerical support to the Chair and to the Department of Natural Sciences; exercises discretion and independent judgment; reads and edits outgoing correspondences for procedural, typographical and grammatical accuracy.
• Exercises initiative in establishing and revising complex and sensitive filing systems; enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Performs administrative functions of the office by maintaining the calendar; maintains the Department of Natural Sciences budget; prepares budget transfers and expense vouchers for approval.
• Inputs classes and prepares semester course offering spreadsheet; performs timely submission of faculty leave reports, workload modification forms, teacher schedules, and outside employment forms.
• Schedules and coordinates meetings and special projects; coordinates departmental meetings and assists in preparation of agendas and documents, minutes, researches, analyzes, and summarizes information and source materials for reports independently and communications findings orally and in writing; receives and reads incoming correspondences and information; prepares, revises, and proofreads correspondences, charts, forms, and other material; drafts replies to general inquires.
• Serves as the initial point of contact for the office; responds to queries from departmental and external personnel; receives and screens telephone calls and visitors.
• Makes all necessary travel arrangements as needed; assists with departmental travel; checks and verifies departmental travel requests and reimbursements for accuracy.
• Prepares contracts for faculty, staff, and students.
• Maintains inventory records; completes purchase requisitions in PeopleSoft and orders supplies.
• Prioritizes multiple projects while maintaining attention to detail, follow up on ongoing matters, and meet deadlines; maintains all departmental records physically and in the cloud; acts as intermediary for supervisor; anticipates supervisor’s course of action when absent and facilitates problem resolution.
• Interacts with officials, staff at all levels and the public courteously and efficiently. • Ensures confidentiality of information.
• Supports office by using automated equipment such as facsimile machines, personal or networked computers and printers, copy equipment, voicemail messaging, electronic mail systems, and telephone equipment; takes minutes at meetings as assigned and produces the final document in typed format.
• Performs other duties as assigned.
High School Diploma or GED required. Bachelor of Science Degree preferred.
Minimum three (3) years of secretarial experience required.
Knowledge Skills and Abilities
Comprehensive knowledge of and skill in the practical application of office practices, procedures and equipment; proficiency in the use of Microsoft Word, Excel, and PowerPoint; skill in composing a variety of correspondence; in managing filing systems; in gathering and summarizing information; comprehensive knowledge of and skilled in in maintaining confidentiality of information and handling sensitive matters with discretion and tact. Ability to project a professional and positive image; to understand, follow and communicate effectively both orally and in writing; possess excellent interpersonal skills; to plan organize, prioritize and execute complicated and continuing assignments without instruction. Ability to interact with students, faculty, administrators, or external stakeholders at all levels in a courteous and efficient manner.
Conditions of Employment
Special Requirement: A skills level assessment will be administered to candidates on Microsoft
2016 Word, Excel, and PowerPoint.
Please be advised, COVID-19 vaccinations will be required for all eligible students, faculty and staff returning to USM institutions this fall.