Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 24-Jan-23
Location: Towson, Maryland
Employment Type:
Organization Type:
Internal Number: 23000020
Towson University (TU) is one of the nation’s top 100 public universities. Located north of Baltimore, TU currently enrolls over 22,000 students and is the second-largest university in the prestigious University System of Maryland. Towson University values diversity and fosters a climate that is grounded in respect and inclusion to cultivate the intellectual and personal growth of the entire university community.
Towson University is accepting applications for an Administrative Assistant II to provide administrative support for the Electronic Media and Film (EMF) Department and oversee the daily operation of the department office. This position works closely with the department chairperson to handle daily inquiries and student/faculty/staff needs. The Administrative Assistant II prepares departmental reports and correspondence, serves as primary contact for all other units of TU and the public, supervises student employees, and manages the overall workflow of the office.
Receives, screens, and routes phone calls, visitors, and e-mails from internal or external contacts and offices. Learns university and departmental policies and procedures in order to respond to student inquiries, or routes them to appropriate person or offices. Recruits, trains, and supervises student workers in the main department office. Serves as departmental contact for all university internal management tasks. Serves as first contact for most faculty and staff inquiries. Manages departmental communication and acts as an intermediary for chairperson. Anticipates supervisor’s courses of action when unavailable and facilitates problem resolution.
Coordinates all course scheduling, all departmental reporting and data collection, as well as student and departmental records. Coordinates all PeopleSoft issues for the department. Participates in the screening process for major status. Handles all change of majors forms, assigns faculty advisors to students, reviews and reports graduation deficiencies, and conducts post-enrollment and pre-requisite checks. Researches, analyzes and summarizes information regarding enrollment and student records.
Exercises independent judgment in establishing/revising complex filing systems and databases and maintaining an organized and usable physical and digital archive. Schedules events, open houses, field trips, prospective student/parent tours, and interviews. Arranges catering for meetings and special events, and secures parking codes and lunch tickets for departmental visitors, as needed. Serves as staff support for tours and events.
Coordinates the completion of all departmental contracts for adjunct faculty, contingent employees and consultants. Assists with new faculty onboarding (early provision, Net ID, welcome information package). Maintains a record of adjunct hires and adjunct promotion schedule, aiding the Promotion and Tenure chair in distributing instructions, forms, and other materials to adjunct faculty for preparation of promotion. Assists with class cancellations or room change notices.
Departmental timekeeper for full and part-time faculty, staff, and student workers. Updates departmental phone directories. Purchases necessary departmental supplies and maintains accurate financial records related to procurement, maintenance, honoraria, guest artists, and additional compensation contracts. Works with other departmental staff to oversee the status of housekeeping and facility management for the overall upkeep of department rooms and buildings. Manages departmental calendars. Coordinates chairperson’s schedule and appointments. Serves as key coordinator for the department.
Required:
- High School Diploma or equivalent.
- Three years of experience providing administrative support.
- Must be proficient with Microsoft Outlook, Excel, Word, PowerPoint, and SharePoint.
- Excellent communication skills.
- Excellent collaborative skills.
- Excellent customer service skills.
- High degree of reliability and integrity.
- High degree of organizational skills in order to manage multiple tasks, both short and long term.
- Able to work independently and anticipate upcoming needs based on the academic calendar.
- Able to seek out solutions to problems, learn and develop new procedures, and help students/faculty/staff with procedures.
- Comfortable with moving towards an increasingly paperless office.
- Ability to work collaboratively with a diverse group of students, faculty, and staff.
Preferred:
- Associate's degree or above.
- Experience working with PeopleSoft, 25Live, and a willingness to learn new University software platforms as assigned.
- Higher Education experience.
- Photoshop and/or other graphic design/layout tools for departmental marketing materials.
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.
$39,232 annually and full University benefits that include annual leave, up to 14 holidays, personal and sick days; excellent health, life, and retirement plans; and tuition remission. Applicants with TU or USM service may receive salary credit. To learn more about our benefits, click here. TU also offers a variety of great perks and discounts, which can be found here.
If you are motivated, innovative and team-oriented, we would love to hear from you.
For consideration, please submit a cover letter and resume with your online application.
This position will be open for a minimum of 14 days.
The safety of our students, faculty, staff, and neighbors has been our top priority and the focus of every one of our decisions since the earliest days of the COVID-19 pandemic. Therefore, the University System of Maryland (USM) has strongly encouraged full COVID vaccination and up-to-date booster shots (when eligible) for all faculty, staff, and students at all schools in the USM as both a reasonable and necessary means of protecting our health and safety.
