Description

Posting Details

Posting Summary

Job Title Administrative Assistant II (Community College Leadership Program)
Division Divison of Academic Affairs
Department Department of Advanced Studies, Leadership & Policy
Work Status Full Time
Position Category Staff
FLSA Non-Exempt
Pay Range 09
Salary Range $41,005 - $55,918 / year
Fund Source State Support
Job Summary
Under general supervision, this role provides high-level administrative, secretarial, and clerical support to the Office of the Dean of the James H. Gilliam, Jr., College of Liberal Arts. The position requires comprehensive knowledge of college operations, policies, and confidential procedures, as well as the exercise of independent judgment and discretion. Key responsibilities include managing the daily functions of the Dean's office, preparing contracts and certifications, and organizing outreach and fundraising events. The incumbent also serves as secretary to multiple management teams, interprets and communicates administrative policies, and maintains sensitive filing systems and databases. Additional duties involve drafting routine correspondence, managing calendars and travel arrangements, preparing reports and newsletters, monitoring leave and budget records, and guiding office support staff. Strong communication skills and the ability to handle confidential matters with professionalism are essential.

Job Duties
The Administrative Assistant II oversees routine and advanced duties for the program. This position supports the program director, faculty, and students enrolled in the program. Responsibilities include: overseeing the grant budget and purchasing card, taking and disseminating meeting minutes, preparing purchase orders, drafting correspondence, proofing documents, coordinating meetings, overseeing the DocuSign process for the program, scheduling meetings and student defenses, creating and maintaining electronic and physical files, answering the telephone, greeting guests, collecting and distributing mail, managing travel arrangements, ordering supplies, oversee the course scheduling and registration process, and other duties as assigned.

The Administrative Assistant II will also provide operational support, assist with the development of program reporting and evaluations, and interpret University and program guidelines and policies to ensure program compliance.

Duties & Responsibilities:

• Provides a wide range of office administration and support to the Director and the CCLP program.
• Provides exceptional customer service to all potential students, current students, and alumni. Serve as principal administrative contact with university constituents and external contacts.
• Supports program operations by maintaining office systems.
• Reconciles the program budget and financial records monthly.
• Manages relationships with national associations, vendors, and other service providers.
• Plans and implements the office system layouts.
• Creates, optimizes. and updates flowcharts and reports.
• Receives incoming mail and deliveries, manages outgoing mail.
• Supports enrollment process for M.Ed., Ed.D, and Ph.D
• Monitors and maintains supply requisitions and equipment procurement.
• Creates and submits employee contracts.
• Utilizing the university's database and other reporting platforms to generate reports.
• Troubleshot with doctoral and master's degree students (dissertation defense preparation, submission of required forms related to dissertation, registration, change of grade concerns, advising, etc.).
• Arranges official travel for the director and program faculty and staff. Performs required administrative follow-up and recordkeeping.
• Coordinates all office equipment placement and installation with IT department.
• Assist with the data gathering and reports on student enrollment, retention, and graduation.
• Assist with the maintenance of the CCLP student database.
• Creates, updates, and maintains semester scheduling.
• Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Maintains strict confidentiality of sensitive information (student records, personnel matters).
• Ability to project a professional and positive image; to understand and follow oral and written instructions
• All other duties as assigned.

Requested Minimum Qualifications
EDUCATION: A High School Diploma or GED is required.

EXPERIENCE: Three years of administrative assistant experience is required.

Other Preferences for Consideration
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 the 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.

Preferences:

• Knowledge of higher education organizations, as it relates to working with the students/scholars in advanced degree programs (master's and doctoral levels).

Knowledge, Skills & Abilities
Knowledge, Skills, & Abilities:
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; managing filing systems; gathering and summarizing information; maintaining confidentiality of information and handling sensitive matters with discretion and tact

Ability to understand and follow oral and written instructions; communicate effectively both orally and in writing; to make effective oral presentations; interact with students, public officials, and staff at all levels in a courteous and efficient manner; plan, organize, prioritize, and execute complicated and continuing assignments without instruction; manage office operations and staff.

Posting Detail Information

Posting Number ST01562
Number of Vacancies 1
Job Open Date 03/13/2026
Application Review Date
Job Close Date 03/27/2026
Special Instructions to Applicant
Please enter three professional references in the references page of the application.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a High School Diploma or GED?
   • Yes
   • No
2. * Do you have at least three (3) of administrative experience?
   • Yes
   • No
3. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
4. * Are you a current, past, or retired Morgan State University employee?Are you a current, past, or retired State employee?If YES to current, past, or retired STATE employee, please state the agency.If not applicable, put N/A.
   (Open Ended Question)
5. * How did you hear about this employment Opportunity?
   • The Chronicle of Higher Education
   • EDULedger (formerly Diverse Issues in Higher Ed)
   • Higher Ed Jobs
   • Inside Higher Ed
   • Insight into Academia (formerly Insight into Diversity)
   • LinkedIn
   • Mid-Atlantic HERC (Higher Education Recruitment Consortium)
   • Other Online Advertising
   • Agency Referral
   • Website
   • MSU Careers Website

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts (unofficial )