Administrative Assistant II - Towson University : Job Details

Academic initiatives duties for URCI and CFA:

* Supports the Director of Undergraduate Research and Creative Inquiry (URCI) with administrative processes involved in the URCI programs including academic year research awards and summer student research programs. Communicates with the Office of Financial Aid, Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, Student Housing, and Auxiliary Services for the purpose of administering programs. Performs other administrative and clerical duties as assigned by the Directors.

* Supports the Director of CFA with administrative processes involved in the CFA initiatives. Communicates with the university units listed above for the purpose of administering programs. Supports the Director of CFA with administrative processes involved in the CFA programs including academic year and/or summer student research fellowships programs. Communicates with the Office of Financial Aid, Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, Student Housing, and Auxiliary Services for the purpose of administering programs. Performs other administrative and clerical duties as assigned by the Directors.

* Collects and compiles applicant information through online forms in close coordination with the Directors of URCI and CFA. Reviews applications for completeness and manages routine communication about application process with student applicants and their faculty mentors.

Administrative Duties:

* Reserves appropriate venues for URCI and CFA events. Communicates with Events and Conference Services, with Black and Gold Catering, and with University Parking regarding the needs of the events. Rearranges light classroom furniture (tables and chairs), prepares audio/visual equipment and organizes catering for events including set-up and take down as needed.

* Maintains good standing as Procurement Card holder and Diners Card holder with the University and completes the necessary reallocation and reconciliation paperwork.

* Cooperates with administrative staff of academic departments to complete the necessary paperwork for expenses related to student research and directors' travel.

* Facilitates all URCI and CFA purchasing. Serves as Cost Center Manager for URCI and CFA.

* Acts as a representative for the Office of Human Resources to assist onboarding of student workers by completing the necessary paperwork.

* Manages access to, and upkeep of, URCI and CFA space at the Undergraduate Research Center. Submits and tracks equipment and maintenance requests for the offices.

Data recording and processing duties for URCI and CFA:

* Monitors application processes for URCI and CFA initiatives, compiles applications received through online form and forwards to the appropriate decision-making committees.

* Maintains and updates mailing lists for faculty and students. Keeps systematic records of student participation and outcomes.

* Responds to requests from university units for data related to undergraduate research. Assists in preparing data for HERD report.

* Tracks, analyzes, and reports on student participation data in URCI and CFA programs. Cooperates with the Office of Institutional Research to gather academic and demographic data about students. Creates periodic reports for assessment and evaluation purposes.

Communications duties for URCI and CFA:

* Responds to email, telephone, and in-person inquiries which may or may not require technical program knowledge and refers questions to appropriate personnel.

* Edits, formats, and revises a variety of documents and materials created by others (i.e., emails/letters, PowerPoint presentations, etc.). Proofreads for grammatical, typographical, and basic content errors.

* Manages the permissions for the URCI and CFA cloud-based drives (SharePoint, OneDrive, etc.). Manages the permissions for URCI and CFA email groups.

* Edits and updates web pages for URCI and CFA, proofreads information for grammatical, typographical, and content errors.

Marketing duties for URCI and CFA:

* Creates documents to advertise the programs, events, and student achievements to current and incoming students, as well as to faculty.

* Compiles student mailing lists to advertise the opportunities, working collaboratively with the appropriate Student Affairs programs.

* Distributes hard copies around the campus, when appropriate; posts electronic announcements in TU Today and on university electronic signs.

* Organizes and attends tabling events for URCI and CFA.

* Coordinates with TU Marketing & Communications regarding information and scheduling for university news stories highlighting students' achievements.

Required:

* High school diploma or equivalent.

* Three years of experience providing administrative support.

* The selected candidate must have skill in various computer software packages, such as word processing, spreadsheets,

database, and presentation programs, Internet, email and calendaring software.

* The candidate should possess advanced office skills including excellent communication skills; ability to work

independently; ability to manage scheduling of large university-level events; ability to interact with students, staff, and

faculty at all levels in a courteous and efficient manner; and ability to plan, organize, prioritize, and execute multiple

complex and continuing assignments general instructions.

Preferred:

* Prior experience in a college or university setting.

* Experience using PeopleSoft/Stratus or equivalent software.

* Bachelor's degree.

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.