Job: Administrative Assistants

Title Administrative Assistants
Categories Clerical
Salary $15-$16.50 per hour
Location Baltimore, MD
Job Information

Administrative Assistant openings available with our education client in Downtown Baltimore.   These are long term contract positions.  The Administrative Assistant will provide administrative support to the staff, Program Directors, and Associate Deans for the Office of the Academic Deans.   This position will support the Deans in its efforts to foster and maintain positive relationships between the Graduate School and other departments, students, alumni and faculty.

 Essential Duties:

  • Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
  • Composes responses to routine inquiries in accordance to general instructions.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Maintains electronic filing systems, which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed.
  • Screens telephone calls and visitors, independently handles routine matters, and forwards remainder to appropriate parties. Makes calls to internal and external stakeholders, as needed, to provide information or follow up. Maintains a professional phone manner.
  • Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences, teleconferences, and travel. Schedules and coordinates meetings and appointments using outlook scheduler and doodle poll. Prepares background and support materials following general instructions.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares reports by collecting information.
  • Tracks information for Grad Faculty status, alumni, certification of graduates, and other projects and tasks.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; orders for supplies; verifying receipt of supplies.
  • Handles incoming/outgoing mail and other materials to include fax, fedex, and hand delivery.
  • Ability to work independently in specialized software to support the academic programs managed by the Office of the Academic Deans.

Required Skills:

  • General knowledge of and skill in the practical application of generally accepted office practices and procedures.
  • Ability to communicate effective both orally and in writing.  Ability to proofread and edit written documents.
  • Skills in Microsoft Word, Excel, Outlook and PowerPoint.   Ability to understand and follow oral and written instructions.
  • Ability to interact effectively with internal and external parties in a courteous and efficient manner.
  • Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
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