Administrative Assistant II

Job Posting:

JR101067 Administrative Assistant II (Open)

Department:

Title III, PM

Position Type:

Regular

Open Date:

05-07-2025

Close Date:

$47,000

Job Description:

To Support the Office of Title III Program Administration.

DUTIES & RESPONSIBILITIES:

• Assist the Director with monitoring all the Title III Grant funded initiatives.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
• Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus-style guidelines.
• Drafts and signs routine correspondence and replies to inquiries that do not require technical program knowledge.
• Develops, implements, and maintains paper and electronic filing systems that meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information and creates reports as needed.
• Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards the remainder with necessary background material.
• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping. Use multiple electronic internal monitoring databases.
• Assists in preparing and administering the department budget by updating accounts, and running periodic reports.
• Acts as intermediary for supervisor, interacting with officials, the staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
• Anticipates the supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.
• May provide guidance and instruction to other office support staff.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES: General knowledge of and skill in the practical application of generally accepted office practices and procedures. Vast experience in executing clerical tasks and responsibilities to manage the functions of the office. Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents. Must be proficient in modern technology and open to progressive technical knowledge for digital processes.  Skilled in various computer software packages, such as Microsoft Office (Outlook, Teams, Excel, Word etc.), other financial or operations platform experience required (Workday preferred), Canva or other graphic design platform, 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. Demonstrated ability to take initiative, act proactively, and accept accountability by consistently following through on assigned tasks to ensure successful and timely completion..

MINIMUM TRAINING & EXPERIENCE: Associate's Degree required; Bachelor's Degree preferred and at least three (3) years of administrative support experience in college or university or a related field; or a combination of training and experience. At least one year of grant administration support preferred. Candidates must have the ability to work well with individuals from all areas of the academic community (faculty, staff, students, administrators, alumni, friends, and supporters), the federal government, the state government, foundations, the corporate world, and others as appropriate.

CONDITIONS OF EMPLOYMENT: Typical office and professional job conditions. The candidate will travel the campus as needed.

Additional Job Information:

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orient