Job Posting:

Department:

Position Type:

Open Date:

Close Date:

Job Description:

PURPOSE: This position is responsible for providing a high level of administrative support to the Division of 
Academic Affairs in general, and the Office of the Provost in particular. 
General Responsibilities:
 Provide complex administrative secretarial and clerical support to the Office of the Provost. Serves 
as Executive Assistant to the Leadership in the Office of the Provost. 
 Arrange meetings and conferences as required.
 Schedule interviews and appointments where relevant and as requested.
 Edit, proofread and format a variety of documents and materials created by management and other
staff members.
 Maintain paper and electronic filing systems; sort out documentation for filing, and conduct periodic
purging of the filing system.
 Record all paperwork submitted to the Office of the Provost after review and signature by the Provost 
Office Leadership.
 File administrative personnel documents.
 Supervise screening of telephone calls and visitors to the office.
 Prepare relevant documentation for reimbursement of expenditure incurred through the utilization of the 
corporate and Diners Club cards issued to the Associate Provosts.
 Attend meetings and record minutes upon request.
 Coordinate travel requests (including airline and hotel reservations and ground transportation 
arrangements) for the Office of the Provost and other personnel when required, and prepare relevant 
documentation with regard to requests for reimbursement.
 Liaise with other departmental administrative assistants as required to support the general
management and administrative offices.
 Provide back-up support to the Staff Assistant in his/her absence.
 Independently handle other routine matters as appropriate.
General Duties:
 Assist, where required, in coordinating logistical activities (student/faculty contracts, budget
processes [budget transfers, expenditure/revenue transfers, budget monitoring], purchase requisitions,
travel arrangements) for grant and state-funded programs.
 Assist, where required, in coordinating logical activities (students' contingent requisitions/contracts,
faculty overloads, pay letters, purchase requisitions) for grant and state-funded programs.
 Proof and edit proposals and other administrative documentation prior to dissemination/submission.
 Input position descriptions into the Human Resources PeopleAdmin system as required.
 Maintain inventory of the office's stationery and replenish inventory as required. (including 
replenishing of stationery for the Office of International Education and Student Services).
 Liaise with DIT and other external vendors with regard to troubleshooting of office equipment; source 
required office equipment as required and prepare the relevant documentation for ordering equipment
and supplies.
 Assist with varying students' issues as necessary.
 Provide administrative assistance to other departments/individuals where required.
Other Duties as Assigned:
 Provide a high level of executive and administrative support and handle matters of a highly
confidential and/or sensitive nature.
 Maintain open lines of communication with internal and external constituents onbehalf of the
office of the Provost.
 Act, where required as backup to the Staff Assistant in undertaking the relevant timesheet entry 
for the Provost and Vice President for Academic Affairs.
 Brief the Associate Provosts and Staff Assistant on matters which require immediate or 
continuous attention.
 Reply to routine inquiries as directed.
 Assist in the administration of policies and procedures, including packaging new hire paperwork
and forwarding to the Provost for review and approval.
 Assist in maintaining employment contracts for faculty.
 Assist in maintaining tenure review schedule and coordination of faculty notifications.
 Assist in the preparation and dissemination of Annual Full-time Salary Notification Letters .
 Periodically audit all faculty records maintained for accuracy, current information and other documents
as required.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES, AND EXPERIENCE:
Education: High School Diploma or GED required. Associate Degree in Administration would be a plus.
General Skills and Abilities:
 General knowledge of, and skilled in the practical application of generally accepted office practices 
and procedures
 Ability to communicate effectively both orally and in writing.
 Ability to proofread and edit written documents.
 Ability to understand and follow oral and written instructions.
 Skills in various computer software packages, such as word processing, spreadsheets, databases, and 
presentation programs, internet, email and calendar software.
 Ability to independently undertake events planning and coordination.
 Basic knowledge of research and reporting methods and techniques used in conducting studies, as well 
as in collecting, compiling, analyzing, and organizing data and information of analytical, statistical and 
mathematical principles and techniques used for performing computations, and presenting information 
in chart and graph forms.
 Ability to interact effectively with internal and external parties in a courteous and efficient manner.
 Ability to effectively plan, organize, prioritize and execute multiple and continuing assignments with 
general instructions. Experience with MS Office suite (Word, Excel, PowerPoint) and PeopleSoft 
(preferred).
 Minimum three (3) years of administrative office support experience required. Experience in a higher 
education preferred.
CONDITIONS OF EMPLOYMENT:
 Must pass a Criminal Background Check.

Additional 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.