Administrative Assistant I – Office Reception - (1800000R)
The University of Maryland, Baltimore (UMB) - Office of Development is currently recruiting for an Administrative Assistant I - (Office Reception) . Under general supervision, this position provides administrative support to Executive Director of Development and the staff of Office of Development. This position requires thorough knowledge of the organization and programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and functions independently, where procedures have been established with moderate consequence of error.
UMB offers a generous benefits package that starts with 11 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
Responsible for the coverage of the front reception desk. Screens telephone calls and maintains a professional phone manner.
Greets visitors, independently handles routine matters, such a distribution of the mail and receipt and distribution of any other packages or deliveries for the office.
Makes calls to VIPs and donors, as needed, to provide information or follow up about events. Manages the day to day tracking of the department budget, updating department accounts, and creating routine reports.
Ensures that regular office and kitchen supplies are kept in stock for office and that special need items are available prior to an event or mailing.
Communicates with housekeeping and maintenance any needs required for the office.
Responsible for the preparation of disbursement requests and manages the disbursement process for the office.
Processes approvals and reimbursements for the travel needs of the office.
Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.
Maintains confidentiality at all times.
Develops, implements, and maintains paper and electronic filing systems, which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed.
Assists at meetings as assigned. Creates and maintains invitation lists, gathers and prepares meeting materials, and registers attendees at events.
Assists with correspondences. May assist with letter mail merges.
Enters basic information into donor database, as necessary.
Enters information into e-filing system, as necessary.
Orders supplies and equipment. Oversees equipment and maintenance
Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon department needs.
Education: High School Diploma or GED
Experience: Two (2) years' experience providing administrative support
General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effective both orally and in writing. Ability to proofread and edit written documents. Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software. Ability to understand and follow oral and written 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.
Other: Except for qualifications established by law, 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.
Based on the duties of this position, selected candidates are eligible to participate in the Bargaining Unit (Union).
Salary Range: $37,000 - $39,000
If accommodations are needed for a disability, please contact Staffing & Career Services at 410-706-2606, Monday – Friday, 8:30am – 4:30pm EST. Maryland Relay can be accessed by dialing 711 (in-state) or 1-800-735-2258.
Equal Opportunity/Affirmative Action Employer. Minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, globa...l health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.