Executive Administrative Assistant I
University of Maryland University College - Largo, MD

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Job Description

Job Title:
Executive Administrative Assistant I

Job ID:


Full/Part Time:


Position Overview

Executive Administrative Assistant I (004264)

The Graduate School - Doctoral Programs Department

Non-Exempt, Regular, Full-Time, Grade 10

University of Maryland University College (UMUC) seeks an Executive Administrative Assistant I in The Graduate School. Reporting to the Doctoral (DM) ProgramExecutive Director, the Executive Administrative Assistant I will provide substantive administrative support to the DM Programs. The selected candidate will have the responsibility for office operations and function independently where procedures have been established.

Specific responsibilities include:
  • Editing, formatting and revising a variety of documents and materials; proofreading for grammatical and typographical errors
  • Generating responses to routine inquiries in accordance to general instructions
  • Converting rough copy and drafts to final version quality reports, presentations and documents; includes incorporating edits from multiple reviewers, adding graphics and effects to presentations
  • Assisting with postal mailing jobs
  • Drafting and signing routine correspondence and replies to inquiries which do not require technical program knowledge
  • Developing, implementing, and maintaining paper andelectronic filing systems which meet department needs and satisfying requirements for retention and information security; entering updating, and retrieving information as needed
  • Screening telephone calls and visitors, independently handling routine matters, and forwarding to appropriate parties
  • Scheduling conference bridges for students and Program Directors as needed
  • Scheduling and coordinating meetings, travel and appointments, as well as conference registration
  • Downloading and organizing instructor evaluations and grade distribution data for Program Directors' performance reviews
  • Downloading and distributing instructor evaluations at the end of each semester
  • Maintaining a master database for faculty promotion dates and eligibility
  • Gathering and consolidating background information for reports, utilizing available resources such as departmental files, policy and procedure
  • Communicating with students and UMUC faculty and staff to answer questions as requested
  • Assisting with special projects and campus events
  • Administering equipment loan processes such as laptops for the Program Directors, and keeping track of the equipment loan schedules
  • Performing other job-related duties as assigned
Required education and experience: High School diploma or equivalent and five (5) years of experience in administrative staff work. Preferred education and experience : Some AA/BA/BS degree coursework; one (1) year of experience in the field of higher education; working knowledge of Microsoft Office; (currently using 2010 software); ability to communicate effectively; ability to establish and maintain effective working relationships with a variety of internal and external customers; ability to work on projects simultaneously keeping abreast of deadlines; ability to work independently as well as within a team in a fast-paced and adaptive environment; ability to maintain confidentiality and handle sensitive matters with discretion and tact; excellent interpersonal, organizational and follow-up skills.


Please visit: http://www.umuc.edu/employ.shtml for complete instructions for applying for this position. All submissions should include a cover letter and résumé. UMUC offers an excellent benefits package to include tuition remission, a minimum of 25 days of leave, as well as a range of insurance options. For detailed information, please visit:


UMUC - an Equal Opportunity Employer. The University distributes an annual information report which includes campus security information that is available to prospective employees.

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