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Executive Administrative Assistant I
Robert G. Merrick School of Business
Vacancy Number 300915
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 10/15/18 Closes: 10/22/18
Salary: $40,000 - $49,700
Position exercises considerable discretion and judgment and deals with sensitive and confidential matters providing critical support to both the Dean and the Associate Dean for Administration at the Merrick School of Business in a wide range of activities and functions. This role functions with independence and anticipates what is needed in a variety of situations before being directed. The position includes scheduling and oversight of activities and documents associated with AACSB maintenance of accreditation; the maintenance of faculty files; and the management and prioritization of the day-to-day issues that arise in the Dean’s Office, as well as their efficient and timely resolution. The Executive Assistant serves on the operations management team along with the Associate Dean, the Senior Business Manager, and the Assistant Dean of Academic Affairs & Student Services.
Office Administration - Serve on the senior management team of the business school. Manage calendars for the Dean and Associate Dean, including coordinating meeting dates and agenda for faculty senate, faculty reviews, senior staff and general staff meetings and reviews. Provide support for or independently complete new initiatives, such as those focused on staff development and emergency preparedness for the school. Support search teams for new hires.
Communication - Communicate with internal and external constituents on a daily basis. Prioritize scheduling and follow up on requests made for meetings with the Dean. Handle confidential correspondence for the Dean and Associate Dean, including the preparation of special reports and presentations as well as arranging travel and reimbursements.
AACSB Coordination – Provide scheduling and oversight of all activities and documents associated with AACSB maintenance of accreditation; provide coordination and review of AACSB support activities to two full-time administrative assistants supporting faculty e.g. Assurance of Learning reporting using Task Stream, use of DM for faculty reporting of activities in collaboration with the department chairs; provide feedback related to AACSB work products of staff to department chairs. Assist in training and development of staff in support of AACSB standards.
Event Management - Schedule, negotiate contracts with facilities providers, caterers, and equipment suppliers, and provide staffing for key business school events. General Administrative functions include taking minutes, data filing system, etc. Maintain faculty files.
Required Qualifications
Education: High School diploma or GED.
Experience: Four years of progressively responsible administrative and management support experience.
Preferred Qualifications
Education: Bachelor’s degree in business or related field.
Required Knowledge, Skills, and Abilities
Ability to exercise discretion and maintain the highest level of confidentiality. Ability to work independently. Ability to multi-task and work cooperatively with others. Excellent oral, written and electronic communication skills as this position deals with a wide range of constituents. 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. Detailed 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. Demonstrated ability to draft and edit documents independently. Must have the ability to quickly learn, be well organized, and possess the ability to handle multiple tasks and responsibilities at the same time. Demonstrated skill using Microsoft suite, particularly, Word, Excel and PowerPoint. Knowledge and skills inherent in leadership and supervision include the ability to recruit, hire, orient, train, develop, conduct performance appraisals, determine and act on informal and formal disciplinary actions in consultation with the Office of Human Resources, up to and including reduction in force and termination decisions as supported by the Dean.
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:
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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 ubhrcareers@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.
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.