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Administrative Assistant II, School of Law
School of Law
Vacancy number 301408
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 09/19/23 Closes: Open Until Filled
Salary: $40,609-$53,791
• 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 position provides direct administrative support to faculty, staff, and students in the school of law. This position provides support to the law school’s adjunct professors teaching in all its academic programs. The major function is administrative support for all adjunct professors in the law school, including JD and non-JD programs.
This position also supports the front desk in the law school dean’s suite requiring frequent collaboration with students, faculty, and staff, managing classroom supplies on a weekly/bi-weekly basis, as well as stocking any front desk items, and sorting mail and routing packages that come into the dean’s suite, 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.
Key Functions/Responsibilities/Tasks:
Faculty Support:
o Managing adjunct onboarding process
o Planning adjunct training sessions each semester
o Updating adjunct handbook with current information
o Adjunct contracts coordination and follow through with OHR
o Creating and managing adjunct learning management systems
o Adjunct book orders
o Creating and updating adjunct attendance sheets/notifying students and communicate to faculty absences.
o Editing midterm and final exams as needed
o Creating, editing, and posting syllabi
o Creating, updating, and posting assignments
o Prepare and print seating charts.
o Liaison between faculty and students
o Order supplies for the semester/manage adjunct faculty area
o Assist chair of the adjunct review committee with administrative tasks
General Office of Academic Affairs Support:
o Assist at front desk of Deans Suite
o Assist in midterm and final exam proctoring
o Assist in orientation and continuing orientation
o Assist in law school commencement planning and execution
o General knowledge of law school policies and procedures
o Attending monthly staff meetings
o Involvement in staff committees – e.g service day, annual staff retreat, staff development
General Dean Suite Support:
o Reception work for law school - managing the front desk dean’s suite
o Stocking classrooms with supplies when necessary
o Managing mail and package delivery for the school of law
o Other OAA and law school duties as assigned
Required Education: High school diploma or GED.
Required Experience: 3 years’ experience providing administrative support.
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: Bachelor's or associate's degree
Preferred Experience: Experience in providing administrative support to a law firm or law school; experience in project management or event planning.
Required Knowledge, Skills and Abilities:
• Proficiency in the entire Microsoft Office Suite (Including but not limited to calendaring software, Word (including track changes and mail merges and labeling), Excel, Publisher, PowerPoint, Teams, SharePoint), Adobe Acrobat, Learning Management Systems, Content Management System (i.e. OU Campus), Google forms and Google Docs, Canva or other graphic design programs, and previous experience updating websites and basic web updating skills.
• General knowledge of and skill in the practical application of generally accepted office practices and procedures.
• Ability to communicate effectively orally and in writing.
• Ability to proofread and edit written documents
• Ability to understand and follow written and oral instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
• Ability to continually manage self-improvement to increase knowledge of the evolving digital workplace.
Special hours of work required: Periodic evening and weekend work required.
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 three 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.
- Never use the browser “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.
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.