Executive Administrative Assistant (Contractual)

BEST CONSIDERATION DATE FOR APPLICATIONS: August 14, 2024

PURPOSE OF POSITION:

The Executive Administrative Assistant plays a crucial role in facilitating the smooth execution of the University System of Maryland Office's (USMO) Budget office activities as well as the activities of the Vice Chancellor for Administration and Finance (VCAF) Office. This position contributes to the overall effectiveness of the Budget team. This is a contractual, Contingent II position. The contract will run for one year with the option for renewal.

RESPONSIBILITIES:

Budget and VCAF Office Organization, Coordination, and General Office Support:

• Manages the Budget Officer portal and listserv and maintains budget contacts lists.
• Manages routine and ad-hoc requests from internal and external sources, ensuring timely and accurate responses.
• Acts as the administrative lead for Budget and/or VCAF meetings by coordinating participants, arranging Zoom technology setup, and disseminating materials and notifications.
• Documents meetings with minutes and uses these minutes to draft initial versions of reports and summaries.
• Manages master schedules and key deliverables and deadlines for projects.
• Schedules virtual and in-person meetings and events and provides logistics.
• Prepares documents, creates and reviews presentations, and develop and publishes training materials using source information from USMO staff and historical files.
• Oversees external-facing internet and intranet resources to make edits and updates as needed.
• Maintains Budget Team calendars.
• Maintains and updates the legislative hearing schedule during legislative session.
• Coordinates registration and invoicing for team events.

Administrative Coordination of Major Projects and Reports:

• Coordinates the organization, assembly, and distribution of complex, critical and high-visibility projects for the General Assembly, Governor, and USM Board of Regents.
• Leads informational trainings on adopted technologies, portal access and contents, and legislative session procedures and resources.

File Management and Preparation:

• Maintains the Budget Office information repository for master reference files for USMO and campus budget staff in electronic portals.
• Organizes and maintains the file structure and naming conventions for budget files.
• Updates budget task lists.
• Prepares and proofreads documents.

Accounts and Invoice Processing and Report Reparation:

• Prepares, submits, and tracks transfer requests.
• Coordinates with Financial Affairs on necessary accounting transfers and related activities.
• Generates reports for budget analysts or departmental use.
• Performs data entry for recurring reporting.

Requirements

MINIMUM QUALIFICATIONS:

Required Education Level/Certifications:

High School Diploma or GED.

Required Experience:

4 years of any combination of administrative and accounting or finance experience. Additional formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work may be substituted for the experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Required Knowledge/Skills/Abilities:

• Full comprehension of office management systems and procedures.
• Proficient English language written and verbal communication skills and interpersonal skills. Excellent administrative writing and verbal skills.
• Skill in managing filing system and gathering and summarizing information.
• Ability to maintain confidentiality regarding sensitive matters.
• Ability to plan, organize, prioritize, execute complicated and continuing assignments, and meet deadlines without instruction.
• Ability to shift priorities as needed and provide fast turnaround on high profile matters.
• Forward-thinking and self-motivated with proven ability to work independently and collaboratively as needed.
• Meticulous attention to detail.
• Ability to organize and analyze information.
• Demonstrated experience providing outstanding, prompt customer service. Demonstrated ability to work well with all levels of management and staff within and outside the workplace.
• Proficient in the use of Microsoft Office Suite, including Outlook, Word, Excel, SharePoint, PowerPoint.

PREFERRED QUALIFICATIONS:

Preferred Education Level/Certifications:

Bachelor’s degree in finance, accounting, or related field.

Preferred Experience:

Experience in a higher education or similar environment.

Preferred Knowledge/Skills/Abilities:

• Thorough knowledge of University System of Maryland policies, procedures and protocols related to budget processes.
• Basic knowledge of the University/State budget and legislative processes and the functions of the Department of Budget & Management and the Department of Legislation Services.
• Working knowledge of financial and budget software and systems, including:
• Kuali Financial (KFS)
• Workday
• BAS
• CBIS
• PHR
• Concur

• Proficiency with administrative software and systems, including:
• Zoom
• Microsoft Teams
• Online Polling (Doodle, etc.)

ANNUAL SALARY:

$62,000-$72,000

Benefits

• Paid Leave: 11 days of annual leave, 15 days of sick & safe leave, 15 holidays, 3 personal leave days, and 12 weeks of paid parental leave.
• Health Benefits: Comprehensive medical, dental, and vision coverage.
• Retirement Plans: Employee-contribution-only supplemental retirement options through Fidelity, Nationwide, and TIAA.
• Life Insurance: Optional term life and AD&D benefits through MetLife.
• Tuition Benefits: Tuition remission for employees and their families.
• Training & Development: Free professional development conferences and unlimited LinkedIn Learning access.
• Credit Union Access: Membership eligibility for SECU, Maryland’s largest credit union.
• Employee Assistance Program (EAP): Free counseling, legal, financial, and work-life support services.

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