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Executive Administrative Assistant I
Office of the President
Vacancy Number 300504
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 01/23/15 Closes: 02/12/15
Salary: $42,500 - $48,000
We’re recruiting for a seasoned professional to serve as the Executive Administrative Assistant to the Office of the President. Under general supervision of the Special Assistant to the President, your successful experience providing support to a senior administrator will allow you to provide outstanding executive level administrative and secretarial support to the Office of the President. Using excellent communication skills and discretion, you will regularly handle matters of a highly confidential and sensitive nature and interact effectively with administrators, staff, faculty and students, as well as external contacts. Your exceptional organizational and follow-up skills will allow you to manage administrative responsibilities, including screening callers and visitors and maintaining electronic and paper filing systems to help ensure the efficient day to day operation of the Office of the President. Also, you will assist with coordination of President’s daily schedule, prepare materials and meeting agendas, and coordinate various events sponsored by the office. Your successful experiences collaborating with colleagues will contribute to the team effort of the President’s Office. Your responsibilities will include:
Serve as first point of contact in the Office of the President. Receive and screen a high volume of calls and visitors; direct detailed and accurate messages as appropriate. Respond to inquiries and requests for assistance from internal and external constituents. Receive and greet the President’s guests.
Work closely with the Special Assistant to the President coordinating the President’s daily schedule by providing administrative follow up confirming appointments and gathering and preparing all briefing materials, meeting agendas and vital information for all meetings. Coordinate travel arrangements; prepare maps and directions to and from meetings. Submit travel vouchers and expense reimbursements.
Perform various office tasks including screening, prioritizing and distributing mail; maintain electronic and paper filing systems; maintain supplies inventory; draft and type correspondence; coordinate conference calls.
Coordinate and implement all details for events sponsored/hosted by the Office of the President, including meetings, luncheons, dinners, receptions, and the annual open house. Coordinate all details with caterers and vendors, including menu planning, budget tracking, facility and equipment arrangements, invitation lists and theme development.
Assist with special events hosted or sponsored by the Office of the President during the evening or weekend, as needed.
Required Minimum Qualifications
High School Diploma or GED and four progressively responsible years of executive level administrative experience are required, including two years of providing key secretarial support to a senior administrator.
Preferred Qualifications
Bachelor’s Degree in business or related field/discipline
Additional Requirements
Ability to exercise discretion and maintain the highest level of confidentiality. Ability to work independently. Ability to multi-task and work cooperatively with others. Strong written and oral communication skills. Proficiency in Microsoft Office, Internet Applications and Outlook. Skill in using automated office equipment, including facsimile machines, networked computers, printers, copy equipment, voice messaging and telephone system. Basic knowledge of event planning. Detail oriented with the ability to establish and maintain effective working relationships with leadership, faculty, staff, students, vendors and the general public. Pleasant, professional demeanor and good sense of humor.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in the Executive Administrative Assistant I, Office of the President, 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:
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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: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
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.
- 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.