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Administrative Assistant II
Klein Family School of Communications Design, Yale Gordon College of Arts and Sciences
Vacancy Number 301008
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 08/13/19 Closes: 08/26/19
Salary: $37,157 - $40,300
The Administrative Assistant II serves as the key administrative support professional, providing day to day clerical, administrative, business services, and academic support to divisional chair, full-time and adjunct faculty. This work requires knowledge of support needs of the academic programs in the Yale Gordon College of Arts and Sciences (YGCAS) which includes: Klein Family School of Communications Design (SCD), Division of Applied Behavioral Sciences (ABS), Division of Legal, Ethical and Historical Studies (LEHS), and Division of Science, Information Arts and Technologies (SIAT). Assists division department chair and faculty with university technology and media services, and Sakai. Supports divisional social media outreach and web presence, including connecting with alumni and updates the website with their information. This position requires a great deal of discretion and trustworthiness as it involves dealing with students and faculty.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Provides clerical and administrative assistance to the faculty and office; assists the College Contract Coordinator in preparing adjunct and C1 contracts for processing, maintains files and provides support for adjunct professors; preparing spreadsheets; editing reports and ongoing correspondence; represent Division chair and Program Directors by interacting with officials, staff, and public.
Triage student inquiries regarding admission procedures, program content, faculty office hours, faculty schedules, course descriptions, registration questions, general campus inquiries, and basic academic policies. Responds to inquiries and requests for assistance from the public, students, and faculty; interacts with textbook sales representatives and orders sample/desk copies for faculty; follows-up with bookstore to make sure faculty textbook orders have been placed; Orders and maintains inventory of office supplies and blank forms.
Ensure confidentiality of information and files; archives documents electronically, including syllabi; drafts and/or types correspondence; editing reports and ongoing correspondence; compiling and summarizing information for projects and pending activities; communicate deadlines (for contracts, semester events, grades, etc.) In consultation with the program directors, prepare course schedule for submission to the Dean’s office; help program directors with proofing; manage classroom change requests. Identify rooms via VEMS available for faculty members to reserve for events.
Provides business services (e.g.; travel requests, purchase & travel reimbursement requests) support to faculty under the direction of the Senior Business Manager. Supports faculty with event planning and provision of services (catering, hotel, etc.) for student events, Honor Societies, faculty recruitment, guest speakers, conference planning, etc. Uses PeopleSoft Financials to create purchase requisitions; reviews and submits procurement/accounts payable documents to business manager for processing.
Required Education and Experience
Education: High School Diploma or GED
Experience: Three years of experience providing administrative support.
Preferred Education and Experience
Education: Bachelor’s degree
Experience: Three years of experience providing administrative support in an academic 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. 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 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.