Administrative Assistant II

Posting Summary

Job Title

Division

Divison of Academic Affairs

Department

Dean Architecture & Planning

Work Status

Full Time

Position Category

Staff

FLSA

Non-Exempt

Pay Range

Salary Range

$41,005 - $55,918 / per year

Fund Source

State Support

Job Summary

The School of Architecture and Planning is seeking an Administrative Assistant II to perform a variety of general office support duties. The position requires thorough knowledge of the School and its academic programs.

Job Duties

Composes, edits, revises, tabulates, and prints letters, labels, tables, reports, and other materials via computer/laptop
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents
Greets and directs visitors, resolves routine administrative problems and answers inquiries concerning activities and operations of the School; accepts, screens, and routes telephone calls
Screens and distributes incoming and outgoing mail based on knowledge of departmental operations
Arranges meetings (virtual or in-person) and schedules interviews & appointments.
Operates a variety of office equipment (copy machine, comb binding machine, paper cutter, etc.)
Makes travel and lodging arrangements, either directly or through travel agencies
Stocks and distributes office supplies
Assists in preparing and administering school and departmental budgets
Gathers and consolidates data for reports
Administers social media and other digital content including our content management system
Provides basic graphics for fliers and other communications
Performs a range of staff and/or operational support duties as assigned

Requested Minimum Qualifications

EDUCATION: A High School Diploma or GED is required.

EXPERIENCE: At least three years secretarial experience is required.

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:

Experience with diverse groups, including college students and familiarity with HBCU’s.

Knowledge, Skills & Abilities

REQUIRED 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.
Ability to manage filing systems; gather and summarize information and to maintain 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.
Ability to make effective oral presentations; to interact with students, public officials and staff at all levels in a courteous and efficient manner.
Ability to plan, organize, prioritize, and execute complicated and continuing assignments without instruction.

Posting Detail Information

Posting Number

ST01561

Number of Vacancies

Job Open Date

03/12/2026

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.

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