Jobs at UBalt

Click here to view a list of current vacancies.

Administrative Assistant II, School of Law

School of Law

Vacancy number 301346

Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 04/17/23 Closes: Open Until Filled

Salary: $39,232-$51,966

• excellent tuition remission benefits
• outstanding health benefits plans and rates
• 12+ paid holidays each year
• 28+ days of paid leave (not including the paid holidays) earned each year
• great retirement plan

This Administrative Assistant II position comes with minimal supervision and a high-volume workload. This position will serve as the first line of interaction with students, faculty and staff who come to the Dean’s Suite and requires frequent collaboration with students, faculty and staff.

This position provides key administrative support to the Associate Dean for Academic Affairs and the Office of Academic Affairs (OAA) team. In addition to the Associate Dean, this person provides ongoing, similar administrative support to the other OAA team members including the Assistant Dean of Students, Director of Academic Success, Director of Bar Success, Director of Academic Success, Assistant Dean for Advocacy and Writing Support, and the Director and Assistant Director of Enrollment and Academic Planning. OAA support includes covering duties at the front desk of the Dean’s Suite, updating the website, contract coordination for law students (research assistant, TA, etc), and other duties as assigned.

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 (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit http://www.ubalt.edu/candidate_gateway/erecruit.html. Additional instructions below.

This position may also provide support to the law school’s adjunct professors teaching in all its academic programs. Administrative support for adjunct professors typically includes JD and non-JD programs and involves contract management support, tracking attendance of students in courses taught by adjuncts, arranging trainings, running course learning management systems, and communicating with students regarding course issues.

Key Functions/Responsibilities/Tasks:

General OAA Support
•   Handles logistics and assists with planning OAA’s Student Affairs Programming and Events, including Orientation, continuing orientation and other events, providing logistical support and working with vendors and caterers as needed.
•   Provides general administrative support to all OAA staff, including for Associate Dean for Academic Affairs, Assistant Dean of Students, and Director and Assistant Director of Enrollment and Academic Planning.
•   Manages locker key distribution for student and organization lockers in the law school. Sends billing request to Bursar’s Office so students are charged accordingly.
•   Engages in other OAA support duties as assigned.

HR Coordination
• Coordinates hiring/rehiring of all student workers (research assistants, law scholars, teaching assistants, legal writing fellows, work study students) for all departments of the school.

Academic Support
•   Liaison for adjunct faculty (to include adjuncts for the JD program, Grad Tax program, and LLM program), answering all logistical questions and communicating key information regarding academic updates and compliance information. Arranges training for adjunct faculty.
•   Provides wraparound administrative support to adjunct professors including assistance with the learning management system, classroom technology and management.
•   Serves as part of the midterm and final exam administration team (preparation and administration) and assists with the administration of all TWEN take home exams.
•   Monitors the email account of the Office of Academic Affairs and Exam Administration and answers student academic questions (in person and via email) as appropriate.
•   Assist to create and issue letters of academic standing, as needed.
•   Assist to draft and issue various bar eligibility forms as they pertain to education history of students and alumni.
•   Engages in other OAA academic support duties as assigned.

Required Education and Experience: High School Diploma or GED. Three years working in an administrative role.

Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Education and Experience: Bachelor’s Degree. Five years working in an administrative role in higher education. Experience with PeopleSoft or similar systems. Experience with personnel contracts.

Required Knowledge, Skills and Abilities:

•   Excellent organizational skills and attention to detail
•   Demonstrated ability to work independently, meet deadlines, and work under pressure to reach time-sensitive goals
•   Demonstrated ability to handle multiple tasks or projects simultaneously
•   Proficiency in all applications relating to Microsoft Office suite (e.g. Excel, PowerPoint, Word), PeopleSoft and ImageNow or equivalent systems
•   Discretion and ability to deal with confidential and sensitive student and employee information.

The University of Baltimore ("UBalt" 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. UBalt 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 required cover letter and resume.

Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt 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 UBalt’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 one 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 UBalt and current employees) with login and password for MyUB: use the internal applicant link, log into MyUB, then click the “View or Apply for Job Positions” link on the left.

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.