What are the responsibilities and job description for the Executive Administrative Assistant II position at Coppin State University?
Job Posting:
JR100925 Executive Administrative Assistant II (Open)
Department:
Coll of Arts/Science and Educ , PM
Position Type:
Regular
Open Date:
03-11-2025
Close Date:
04-01-2025
$35.21 hourly
Job Description:
Coppin State University, a fully accredited institution, and a member of the University System of Maryland, is accepting applications to fill a staff position as Executive Administrative Assistant II to serve the College of Arts & Sciences and Education (CASE), Office of the Dean. Coppin is an urban residential Historically Black College and University (HBCU) serving nearly 3,000 students enrolled in day, evening, weekend, and online courses. Under general supervision, the Executive Administrative Assistant II, provides executive level secretarial and administrative assistance to the Dean of the College of Arts & Sciences and Education. The hire regularly handles matters of a highly confidential or sensitive nature. Work requires comprehensive knowledge of the organization, skill in working with issues related to policy, procedures, and confidential matters. Incumbent must exercise discretion and judgment with considerable consequence of error.
Responsibilities:
- Schedules appointments and engagements without prior clearance.
- Makes arrangements and coordinates all details for meetings.
- Assures the Dean is fully briefed before meetings on matters to be considered.
- Must attend meetings and prepare notes.
- Acts as intermediary for Dean, interacting with officials, staff at all levels, and the public.
- Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.
- Receives and screens telephone calls and visitors.
- Independently handles procedural and substantive matters and inquiries that do not require technical knowledge or refers callers to others as appropriate.
- Supports the office by using automated equipment such as personal and networked computers and printers, copy equipment, voice messaging and electronic mail systems, and telephone equipment.
- Receives and reads incoming correspondence and information.
- Summarizes and prioritizes review of correspondence.
- Screens out items to be handled personally and forwards remainder with necessary background materials.
- Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
- Anticipates Dean`s course of action when absent and facilitates problem resolution.
- Interprets administrative decisions and policies to other staff and transmits directions and instructions as appropriate.
- Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively.
- Assists in preparing and administering college budget.
- Ensures confidentiality of information.
- Provides guidance and instruction to College’s support staff.
- Prepares and revises manuscripts, minutes correspondence, charts, forms, and other material from copy or notes created by others using automated office equipment.
- Proofreads materials; Reads and edits outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness.
- Other tasks as deemed necessary to support the office of the dean and the college.
Minimum Qualifications:
Education
- High School Diploma required.
- Bachelor's Degree preferred.
Experience
- Five (5) years administrative assistant experience, one year of which was providing primary administrative support to a key administrator.
Knowledge, Skills, and Abilities
- Thorough knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information.
- Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar.
- Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.
- Demonstrated effective communication and positive disposition.
- Demonstrated evidence of working in diverse learning environments.
- Demonstrated ability to work collaboratively with internal and external groups.
- Highly organized and detailed oriented.
- Comprehensive knowledge of UMS policies and procedures and CSUs’ purpose, goals, and procedures.
- Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction.
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
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.
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.
About Us
Coppin State University is a fully accredited institution and a member of the University System of Maryland. Founded in 1900, Coppin, a Historically Black Institution in a dynamic urban setting, serves a multi-generational student population and provides education opportunities while promoting lifelong learning. The university fosters leadership, social responsibility, civic and community engagement, cultural diversity and inclusion, and economic development. Coppin offers 36 Bachelor's, 13 Master's degree programs and 1 Doctoral degree program.
Salary : $35
