Administrative Assistant II, President's Office, Part-Time (20 hours/week), Contingent I contractual

University of Baltimore

22h•$22 - $26•Onsite

About The Position

Under of the supervision of the Special Assistant to the President, this position supports the Office of the President through the coordination and synthesis of information pertaining to calendar, agendas, meeting documents, and taking minutes at selected meetings both in person and virtual. Serves as first point of contact in the Office of the President. This position will work three days per week (Tuesday – Thursday) and is fully on site unless there is a special circumstance where remote work is approved by the supervisor.

Requirements

Education: High School diploma or GED.
Experience: 3 years of related experience coordinating and supporting work at the executive level.
Excellent communication skills with a high degree of discretion required.
Expert knowledge and use of MS Office suite is expected.
Must have the ability to exercise discretion and maintain the highest level of confidentiality; multi-task and work cooperatively with administrators, staff, faculty and external contacts.
Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Nice To Haves

Experience in higher education is preferred.

Responsibilities

Scheduling and planning Works closely with the Special Assistant to the President coordinating the President’s daily schedule, including but not limited to setting up meetings in Outlook to be in person, virtual MS Teams and/or virtual Zoom, adding significant due dates and event dates to the President and Leadership Team Outlook calendars, along with reminders.
Coordination Provide front desk office coordination to include phone coverage and welcoming guests for university meetings and events in a support role. Provide a weekly summary to the Special Assistant to the President for guidance on upcoming and pending tasks & deliverables, and as needed, preparing logistics for meetings.
Administrative Other general administrative functions; provides appropriate materials to President and Leadership to prepare for meetings; responsible for creating minutes from selected meetings for review prior to distribution.
Event Planning Assist in coordinating/implementing details for events sponsored/hosted by the Office of the President to include meetings, luncheons, and receptions. Coordinating venue and technical equipment and invitation lists.