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Administrative Assistant II (Internal Only)

Offices of Admission

Vacancy Number 300753

Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 03/13/17     Closes: 03/20/17

Salary: $36,300 - $42,600

Note:  Only current UB students, faculty and staff can be considered for this internal only vacancy.

Under the supervision of the Admission Operations Manager, the Administrative Assistant II serves as the front desk receptionist and primary point of contact for the Offices of Admission, including undergraduate, graduate and international inquiries.  This position provides complex administrative support to the admission staff, which includes answering/triaging phone calls and e-mails, authenticating official documents, drafting written responses to inquiries, etc.  The incumbent must be detail-oriented as well as possess a comprehensive knowledge of the admission organization and be able to communicate with diplomacy and tact with constituents in relation to admission policy, procedures and confidential matters.  This position requires high attention to detail and the ability to multi-task in a face paced environment.  

Key Functions/Responsibilities/Tasks

Represents the University to internal and external customers, in-person, by telephone and through e-mail.  Provides information requiring comprehensive knowledge of institutional policies, procedures, and special admission-related issues.  Ensures admission visitors complete sign-in and welcome forms.  Monitors drop box submissions.  Provides first level support to all inbound telephone calls and e-mails as well as independently handles standard procedural questions and inquiries.  Forwards items requiring second level support to the appropriate admission counselor including application statuses, program inquiries, transfer credit inquiries, etc.

Processes daily mail and official documents including transcripts, recommendation letters and test scores.  Signs and accepts packages and certified mail.

Manages select aspects of electronic application processing, including residency verification, which involves knowledge of in-state and out-of-state rules, application checklist management, data entry, data verification and routine maintenance.  

In conjunction with Admission Operations Manager hire, train, and supervise student employees.  Including assigning and managing daily tasks, event assignments, semester office schedules, provide feedback regarding work assignments and direction as needed.

Additional administrative duties including but not limited to updating directories, maintaining office supplies, conference room reservations, provides data entry and processing assistance as well as supports the document scanning/linking process as needed, etc.

Required Education and Experience

Education: High school diploma or GED
Experience:  Three years of experience providing administrative support

Preferred Education and Experience

Education:  Baccalaureate degree
Experience: Experience in a demanding customer-focused environment, sales or marketing.  Ability to use imaging software as well as student information systems.  Working knowledge of PeopleSoft and Image Now.  Experience in a higher education environment.

Required Knowledge, Skills and Abilities

General knowledge and skill in the practical application of standard office policies and procedures.  Ability to communicate effectively orally, electronically and in writing.  Ability to proofread and edit written documents.  Skilled in Microsoft Office -- specifically Word and Excel; Internet, email and calendaring software.  Ability to understand and follow oral and written instruction.  Ability to anticipate and respond to projects that fall outside of the daily routine.  Ability to interact effectively with internal and external parties in a courteous, professional and efficient manner.  Ability to plan, organize, prioritize and execute multiple and continuing assignments with minimal general instructions.

The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.  Information follows about submitting the electronic application and attaching your cover letter and resume. 

Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies

The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.

NAVIGATION

A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD

Before you apply:

 Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.  Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.

C – SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact pmason@ubalt.edu for assistance.

TO APPLY:

External applicants:  Only current UB students, faculty and staff can be considered for this internal only vacancy.

Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

http://www.ubalt.edu/hr

  • Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
  • To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
  • Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution. The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.

Last Published 10/2/15