Administrative Assistant II

Administrative Assistant II (Open)Under general supervision, provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequences of error.Responsibilities:Executive-Level Administrative & Operational Support (60%)Provide comprehensive, proactive support to the Executive Director to ensure strategic priorities are executed efficiently:Manage and strategically coordinate the Executive Director's calendar, including meetings, speaking engagements, travel, and high-priority commitmentsServe as a gatekeeper and liaison, ensuring timely and professional communication with internal and external stakeholdersMonitor, prioritize, and respond to emails, calls, and requests; escalate or delegate as appropriateCoordinate logistics and prepare materials for meetings, presentations, and executive briefingsSupport planning and execution of travel, including preparation, reconciliation, and compliance with university policiesTrack deadlines, follow-ups, and action items to ensure timely execution of key initiativesMaintain awareness of EIC priorities to anticipate needs and proactively support the Executive DirectorMinute support for meetings and distributionProgram, Event & Center Operations Support (35%)Support the execution of EIC programs, events, and initiatives that serve students, faculty, and external partners:Assist in coordinating logistics for EIC programs and signature events (e.g., Bulldog Pitch Competition, HBCU+ Entrepreneurship Conference, workshops, and speaker series)Develop and finalize high-quality documents, reports, presentations, and communications aligned with university branding and EIC standardsPrepare agendas, capture meeting notes, and track action items for internal and external meetingsCoordinate scheduling and logistics for team meetings, partner engagements, and student programmingMaintain organized digital and physical filing systems in compliance with university policies and data security standardsSupport onboarding and coordination of guests, speakers, judges, and partnersFront Desk reception area when neededOther Duties as Assigned (5%)Perform additional responsibilities aligned with the evolving needs of the EIC and its growing ecosystemRequired Knowledge, Skills & AbilitiesStrong organizational and time management skills with the ability to manage multiple priorities simultaneouslyExcellent written and verbal communication skills, including proofreading and editingHigh level of professionalism, discretion, and judgment in handling confidential informationProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration toolsAbility to anticipate needs, solve problems, and work independently with minimal supervisionStrong interpersonal skills with the ability to engage effectively with diverse stakeholders (students, faculty, leadership, and external partners)Experience supporting events, programs, or executive-level operations preferredAbility to work in a fast-paced, entrepreneurial, and evolving environmentMinimum Qualifications:Education: High School Diploma or GED. Bachelor's degree preferred.Experience: Minimum of 45 years of progressively responsible administrative or operations support experience (preferably in higher education, nonprofit, or fast-paced environments)Preferred Qualifications:Experience supporting senior leadership or executive-level operationsExperience coordinating events, programs, or conferencesFamiliarity with higher education environments or entrepreneurship/innovation ecosystemsExperience managing calendars, travel, and complex scheduling across multiple stakeholdersAbility to create polished presentations and communications materialsConditions of Employment:Ability to lift up to 30 poundsFlexible work hours, including occasional evenings or weekendsAdditional Job Information:Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave, annual leave, and personal leave; 12 paid holidays per year, tuition remission; employer-funded pension and supplemental retirement accounts.Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to: Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.