Job Description Summary

The Department of Rehabilitation Services invites applicants to apply for a part-time, nonexempt, position. The position will report to the Principal Investigator, ARC Project - RSA Long-Term Training Grant. The position is part-time (up to 10 hours per week form 5:00 p.m. to 8:0 p.m.) Work requires discretion, accuracy, confidentiality, and knowledge of UMES procedures, CACREP Accreditation and grant(s) management.

The Administrative Assistant provides administrative, operational, and data management support for the RSA-LTT Grant and the Department of Rehabilitation. Responsibilities include document preparation, student support coordination, data tracking for grant reporting, confidential file management, scheduling, financial processing, and coordination of student support services related to the grant. Work requires discretion, accuracy, confidentiality, and knowledge of UMES procedures, CACREP Accreditation and grant(s) management

Primary Duties:
1.Document Preparation and Editing - Edits, formats, and revises letters,
reports, forms, presentations, and other materials. Proofreads for accuracy
and compliance with UMES and RSA-LTT communication standards
2.Confidential File Management—Maintain secure and confidential files for
student beneficiaries, RSA traineeship service agreements, and departmental
records. Ensure proper handling and archiving in PIMS and internal secure
drives per FERPA and UMES policies.
3.Telephone, Email, and Visitor Communication – Screens and directs calls and
visitors. Responds to routine inquiries. Use professional customer service
practices to reflect departmental values
4. Scheduling and Meeting Coordination – Schedules meetings/appointments
for the Project Director and grant activities. Prepares agendas and materials
and takes minutes as needed. Coordinates room reservations.
5. Travel and Reimbursement Support— Assists with travel authorization
submissions, conference registrations, and reimbursement processing
following UMES and State of Maryland travel guidelines.
6. Admissions and Scholarship Follow-Up— Communicate with prospective
students regarding admissions and RSA traineeship scholarship
requirements. Track applicant data and maintain scholarship eligibility
documentation.
7. Data Collection & Reporting—Generate monthly/semester reports, including
student progression data, alumni employment tracking, credentialing exam
pass rates, PIMS trainee tracking, completion outcomes, and grant
performance indicators for RSA annual reporting.
8. Watermark System Support—Create and maintain rubrics, evaluation
templates, and survey forms, and assist in course evaluation setup within
Watermark Student Learning & Licensure and Watermark Course Evaluations
& Surveys.
9. Counseling Laboratory Coordination – Manage counseling lab reservation
schedules; maintain log sheets; ensure equipment readiness; coordinate with
IT/Facilities for support needs.
10. Financial and Procurement Processing— Assist with purchasing requests,
Workday requisitions, expense reports, purchase orders, journal entries, and
monthly reconciliation of grant budget expenditures.
11.Workday Grant and Financial Monitoring—Run basic Workday budget and
cost center reports; assist the Project Director in monitoring expenditures
against grant budget, identify discrepancies and prepare supporting
documentation.
12. Event and Outreach Coordination—Assist with RSA recruitment activities,
departmental workshops, student onboarding meetings, and orientation
events. Develop flyers and communication announcements.
13. Performs other related duties as assigned.

Minimum Qualifications

EDUCATION: High School Diploma or GED

EXPERIENCE: 2 years experience providing administrative support.

OTHER: Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

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. Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software. 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.

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.

CONDITIONS OF EMPLOYMENT:

N/A

Additional Job Description

Organization's Summary Statement:

Other Requirements:

Proficient in Microsoft Office Suite; ability to learn Workday, Watermark, PIMS, and other UMES platforms.
Strong written communication, organization, and time-management skills.

Physical Demands:

May require extended periods of standing, bending, stooping, sitting at desk.
May require lifting.
Requires communication with a variety of constituents externally and internally.
Requires operation of a variety of office equipment.

Required Application Materials: Qualified applicants should submit a cover letter, resume, and a list of names of three current professional references (current or past supervisor) including e-mail address, and telephone number (current supervisor will not be contacted without the candidate’s prior consent). All applicants must apply using the new online application system. Please visit https://umd.wd1.myworkdayjobs.com/UMES to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.

Best Consideration Date: N/A

Posting Close Date: N/A

Open Until Filled: Yes

Department

UMES-HLPR-Rehabilitation

Worker Sub-Type

Staff Contractual (C1) (Fixed Term)

Salary Range

$21.75 per hour

EEO Statement

UMES is an EEO/AA employer and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, religion, national origin, marital status, genetic information, or political affiliation. Minorities, women, veterans, and persons with disabilities are encouraged to apply. The successful candidate must be able to show acceptable documentation establishing the right to accept employment in the United States of America without employer sponsorship.

Diversity Statement

The University of Maryland Eastern Shore (UMES) is an equal access, equal opportunity institution fully committed to diversity in education and employment. All students, employees, and the campus community at UMES are valued, respected, and have the opportunity to receive an equitable experience in an inclusive, welcoming environment of openness and appreciation.

Title IX Statement

It is the policy of the University of Maryland Eastern Shore (UMES) to comply with Title IX of the Education Amendments of 1972, which prohibits discrimination (including sexual harassment and sexual violence) based on sex in the University's educational programs and activities. Title IX also prohibits retaliation for asserting or otherwise participating in claims of sex discriminations or harassment.

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Administrative Assistant I (Part-time)