Administrative Assistant II

Job Posting:

JR100979 Administrative Assistant II (Open)

Department:

Office of the President , JM

Position Type:

Non-Regular Fixed Term (Fixed Term)

Open Date:

03-19-2025

Close Date:

04-09-2025

$23.97 Hourly

Job Description:

Under general supervision, the Administrative Assistant will provide administrative support to the Title IX Coordinator in the Office of Title IX Compliance. The incumbent performs a combination of tasks which require knowledge, skills, and previous administrative experience. A high degree of sensitivity, discretion, and care is required as the Administrative Assistant work with confidential matters involving sexual harassment, sexual assault, dating/domestic violence, and other sex discrimination.

Responsibilities:

• Assists in preparing and administering department budget by creating requisitions, tracking purchase orders, and ensuing payment is made. Keeping comprehensive records by tracking expenses, reconciling spending, updating accounts, and running periodic reports.

• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.

• Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.

• Drafts and sends routine correspondence and replies to inquiries which do not require technical program knowledge.

• Develops, implements, and maintains paper and electronic filing systems, including Maxient database system, which meet office needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.

• Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.

• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.

• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.

• Assists with all programs and events, including booking rooms, submitting room set-up requests, preparing all materials for the program, corresponding with speakers, ordering catering and parking reservations as needed, setting up the programs, attending programs, and cleaning up the events, among other duties.Â

• Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.

• May provide guidance and instruction to other office support staff, including student workers and interns.

• Other related duties as assigned

Minimum Qualifications:

EDUCATION

• High School Diploma or GED; Bachelor’s degree preferred

EXPERIENCE

• 3 years' experience providing administrative support.

OTHER: Applicants may be required to complete the institutional required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office management systems and procedures. Proficient in Microsoft Office.

• Excellent written and verbal communication skills.

• Attention to detail and problem-solving skills. Â

• Strong organizational and planning skills and ability to execute multiple and continuing assignments with general instructions.

• Requires a high degree of discretion and confidentiality.

Conditions of Employment:

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.

Additional Job Information:

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.