Administrative Assistant II

Purpose:

Under general supervision, provides complex administrative secretarial and clerical support to the Maryland Cooperative Extension (MCE) and Agricultural Experiment Station (AES) faculty and staff located at the Center. This position is a member of the office support team, providing direct support to five MCE Regional Specialists working in the following program areas: Ag Marketing, Farm Management, Natural Resources, Sheep & Goats, and Small Fruit & Viticulture.

Job Responsibilities:

• Distribute incoming mail; screen and manage routine telephone calls, emails, and visitors. Answer inquiries and direct visitors to appropriate contacts.  Serve as backup receptionist.
• Draft replies to general inquiries which do not require technical program knowledge. Proofread proposals, letters, abstracts, etc., for grammar, spelling, and format. Complete work accurately, thoroughly, neatly, and according to specifications.
• Gather and consolidates data for reports based on general instructions. Uses advance features in software programs to summarize data in most efficient and effective manner.
• Exercise initiative in establishing and revising files to meet current needs and demands for materials.
• Support office by using automated equipment such as typewriter, fax machine, networked computers and printers, copiers, voice messaging and electronic mail systems, and telephone equipment. Ability to make minor changes to telephone programming through main switchboard and computer software.
• Design brochures, newsletters, posters, and fact sheets. Use graphic programs to enhance photos and graphics for these items. Maintain and update information on websites. Create and/or edit PowerPoint presentations.
• Maintain registration and mailing lists. Assist with pre- and post-program/event planning details. Copy and assemble program materials, packets, and notebooks.
• Purchase supplies using University Procurement card, and maintains administrative follow-up and recordkeeping.
• Assist with travel arrangements and expense reimbursements as needed. Maintain Video Library. Coordinate materials for Staff Meetings. Coordinate compliance of Volunteer/Risk Management Policies.

Qualifications:

• High School Diploma or GED required and three years of secretarial experience required.
• Requires keyboard skills of a minimum of 40 words per minute.
• Knowledge of and proficiency in Microsoft Office (Access, Word, PowerPoint, Excel, Publisher) and familiarity with photo editing/graphics software applications.
• Must be self-motivated and able to prioritize and execute assignments with minimal supervision.
• Excellent listening and communication (both written and oral) skills.
• Ability to interact with faculty, staff, and clientele in a courteous and efficient manner.

Salary & Benefits:

Salary commensurate with experience; base salary: $30,305. The University of Maryland offers an extensive benefits package.