Administrative Assistant II
Job Description
Position Number:
106893Title:
Administrative Assistant IIFunctional Title:
Administrative Assistant IICategory Status:
20-Nonexempt,RegularApplicant Search Category:
StaffUniversity Authorized FTE:
100Unit:
PRES-MFRI-AdministrationHiring Range Minimum:
$46,736.00Hiring Range Maximum:
$56,083.00Benefits Summary
Top Benefits and Perks:Campus/College Information:
Founded in 1856, University of Maryland, College Park is the flagship institution in the University System of Maryland. Our 1,250-acre College Park campus is just minutes away from Washington, D.C., and the nexus of the nation’s legislative, executive, and judicial centers of power. This unique proximity to business and technology leaders, federal departments and agencies, and a myriad of research entities, embassies, think tanks, cultural centers, and non-profit organizations is simply unparalleled. Synergistic opportunities for our faculty and students abound and are virtually limitless in the nation’s capital and surrounding areas. The University is committed to attracting and retaining outstanding and diverse faculty and staff that will enhance our stature of preeminence in our three missions of teaching, scholarship, and full engagement in our community, the state of Maryland, and in the world.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify someone from employment. Prior to any adverse decision, finalists have an opportunity to provide information to the University regarding the background check.
The University reserves the right to rescind offers of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Offers are contingent on providing proof of employment eligibility in the United States no more than 3 days after the initial start date. If this proof is not provided within this timeframe, the offer may be rescinded or employment terminated.
The University reserves the right to rescind offers of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Offers are contingent on providing proof of employment eligibility in the United States no more than 3 days after the initial start date. If this proof is not provided within this timeframe, the offer may be rescinded or employment terminated.
Position Summary/Purpose of Position:
The Maryland Fire and Rescue Institute (MFRI) seeks a unique individual to support the front desk and the staff in the Finance & Administrative Section. The position reports under the direction of the Finance & Administrative Section Chief and Equity Administrator in the in the Finance and Administrative Section (FAS). The Administrative Assistant II will be the first point of contact for all internal and external customers, and visitors of all levels. Respond to request for information in reference to MFRI HQ and six (6) Regional Offices across the State of Maryland. The Administrative Assistant IIwill also respond to inquiries, provide course information, course registration, facility locations, and other inquiries about MFRI.
This position is not eligible for teleworking or working remotely.
The Administrative Assistant II’s other duties include:
Provides support for the other FAS staff employees.
Provide extensive support for HQ, and six (6) Regional Office while maintaining high confidentiality for all administrative matters; Handles HR files, processes I-9 in the Tracker System, verifies documentations, and certifies data for all newly hired personnel. Releases instructor’s pay forms for approval stamps and electronic email notifications. Coordinates reports and assignments related to the implementation of the new campus ERP system.
The Administrative Assistant II’s other duties include:
Provides support for the other FAS staff employees.
Provide extensive support for HQ, and six (6) Regional Office while maintaining high confidentiality for all administrative matters; Handles HR files, processes I-9 in the Tracker System, verifies documentations, and certifies data for all newly hired personnel. Releases instructor’s pay forms for approval stamps and electronic email notifications. Coordinates reports and assignments related to the implementation of the new campus ERP system.
Collaborates with section chief, MFRI’s Equity Administrator and the Diversity Recruiters in the development and implementation of diversity hiring strategies.
Interviews, trains, and directs students in front office duties; directs students in various projects as requested. Ensures that their Time Entry sign off is completed in a timely manner. Update calendar for the schedule of staff and students. Maintain the student work schedules.
Interviews, trains, and directs students in front office duties; directs students in various projects as requested. Ensures that their Time Entry sign off is completed in a timely manner. Update calendar for the schedule of staff and students. Maintain the student work schedules.
Handles routine office duties such as preparing reports and documents. Ensures all documents are accurate. Works with University Print Services and other vendors to order supplies for MFRI headquarters and satellite offices. Responsible for distributing supplies to the appropriate personnel.
Handles mail distribution to ensure materials are delivered to the right office. Tracks items, notifies staff and distributes incoming and outgoing shipping items. Responsible for maintaining an organized shipping and receiving room.
Minimum Qualifications:
Education:
High School Diploma or GED.
High School Diploma or GED.
Experience:
3 years experience providing administrative support.
3 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.
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, and Abilities:
- General knowledge of and skill in the practical application of generally accepted office practices and procedures.
- Ability to communicate effective both orally and in writing.
- Ability to proofread and edit written documents.
- Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
- Ability to understand and follow oral and written instructions.
- Ability to interact effectively with internal and external parties in a courteous and efficient manner.
- Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
Other:
Except for qualifications established by law, 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.
Preferences:
Preferences:
- Experience using Microsoft Excel or other spreadsheet/database programs to create and maintain lists; format, filter and manage data; use basic formulas (e.g. sum, average, count numbers, etc.); create tables and charts, etc.
- Experience composing a variety of correspondence and in gathering and summarizing information; attention to detail is a must.
- Ability to plan, organize, prioritize and execute multiple and continuing projects.
- Must be able to work independently or part of a team and project a professional image.
- Must be proficient with Microsoft Office suite, specifically database management, Adobe Pro, and Excel.
- Excellent interpersonal, customer service, administrative, problem solving, oral and written communication skills; attention to detail with the ability to plan, organize, prioritize, multi-task, project a professional image, and work independently or as part of a team; and strong aptitude with computers,
Job Risks
Not Applicable to This PositionPhysical Demands
Light Office work. May occasionally exert 25 pounds of force in the receipt, maintenance, and delivery of office supplies and related items.
Position may also require long periods of sitting, with very limited ability to leave reception area.
This position is located near a fire training buildings and props. These buildings and props are used for live burns, which could periodically result in the odor of smoke throughout the administrative buildings, depending on weather conditions.
Position may also require long periods of sitting, with very limited ability to leave reception area.
This position is located near a fire training buildings and props. These buildings and props are used for live burns, which could periodically result in the odor of smoke throughout the administrative buildings, depending on weather conditions.
Posting Date:
10/04/2024Closing Date:
10/18/2024Open Until Filled
NoDiversity Statement:
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
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