Administrative Assistant II

Posting Details

Posting Summary

Job Title Administrative Assistant II

Division Division of Finance & Administration

Department Facilities Management Department

Work Status Full Time

Position Category Staff

FLSA Non-Exempt

Pay Range 09

Salary Range $41,100 - $55,900 / year

Fund Source State Support

Job Summary Under general supervision, provides complex administrative and clerical support to an individual or group. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and involves intensive participation in the work of the supervisor. Incumbents exercise discretion and frequent independent judgment and action with considerable consequence of error.

Applicants are expected to have:

-Exceptional organizational and prioritization skills -Executive-level written and verbal communication -Discretion and ability to manage confidential information -Independent judgment and problem-solving -Project and action-item tracking -Strong stakeholder and relationship-management skills -Advanced technology and document-management proficiency -Ability to operate effectively in a fast-paced, complex Facilities Management environment

Job Duties

• Manages complex calendars, schedule appointments, and coordinates competing priorities and deadlines.
• Makes travel arrangements, including domestic and international travel itineraries, and independently completes required administrative follow-up and recordkeeping.
• Receives, screens, and prioritizes telephone calls and visitors. Independently handles inquiries that do not require technical knowledge, or refers them to the appropriate contact.
• Receives, sorts, and reads incoming mail and correspondence. Drafts and proofreads official correspondence, memos, and reports for supervisor’s review and signature.
• Coordinates logistics for departmental meetings and committees, including scheduling, room and/or virtual meeting setup, preparing agendas, assembling briefing materials, and recording minutes.
• Exercises independent judgment in establishing and revising complex and sensitive filing systems. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Assists with departmental budget preparation, tracks expense reports, processes invoices, and manages the executive office.
• Acts as an intermediary for the supervisor with officials, staff at all levels, students, and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and departmental issues.
• Anticipates the executive’s course of action when absent and facilities problem resolution. Interprets administrative decisions and policies to staff and visitors, and transmits directions and instructions, as delegated.
• Ensures confidentiality of information. Provides guidance and instruction to office support staff.
• Uses office technology, including networked computers, printers, copiers, voice messaging, email, and virtual meeting platforms.

The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this position. Incumbents may perform other related duties assigned.

Requested Minimum Qualifications

Education: A High school diploma or GED is required.

Experience: At least three years of secretarial experience.

Other: 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.

Other Preferences for Consideration

Preferences:

• Associate’s or Bachelor’s degree in business administration, communications, or a related field is preferred.
• Three to five years of progressively responsible office administration or senior secretarial experience, preferably in an educational or corporate executive environment.

Knowledge, Skills & Abilities Comprehensive knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar, and arithmetic; of UMS policies and procedures and the institution’s purpose, goals, and procedures. General knowledge of and skill in the use of word processing, database, and spreadsheet software programs. 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 of information and handling sensitive matters with discretion and tact. Ability to project a professional and positive image; to understand and follow oral and written instructions; to communicate effectively both orally and in writing; to make effective oral presentations; to interact with students, public officials and staff at all levels in a courteous and efficient manner; to plan, organize, prioritize, and execute complicated and continuing assignments without instruction; to manage office operations and staff.

Preferred Technical Skills: advances proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), virtual meeting platforms (Google Meets, Zoom, Teams), and campus database systems (Banner, ARGOS).

Preferred Soft Skills: Exceptional written and verbal communication, meticulous attention to detail, proactive problem-solving, and the absolute discretion required to handle sensitive, confidential records.

Posting Detail Information

Posting Number ST01652

Number of Vacancies 1

Job Open Date 10/28/2026

Application Review Date

Job Close Date 11/30/2026

Special Instructions to Applicant For best consideration, please apply by November 20, 2026. Please enter two professional references on the References page of the application.