Administrative Assistant II

Office of Earth & Space Research Administration

The Office of Earth & Space Research Administration serves as a centralized shared resource to support UMBC’s Collaborative Research Centers and NASA Goddard Space Flight Center with administrative pre-award and post-award support. The administrative staff that supports these centers work with UMBC staff, students, research faculty, GSFC Sponsors, appointed fellows and affiliated tenured and tenure track faculty.

The Administrative Assistant II provides complex administrative support to the ESRA operations for the Centers. This includes travel, procurement, payroll, accounts payable, inventory, and other administrative tasks. The primary responsibilities for this position will be to review travel requests and reimbursements for our researchers, serve as a backup for procurement and human resource tasks, facilitate event planning and office coordination, and coordinate receiving goods and managing inventory.

The Administrative Assistant II will demonstrate professionalism and provide quality customer service in accordance with UMBC’s values. This position will create positive working relationships, make decisions, and solve problems through clear communication, accurate record keeping, and maintaining an organized, confidential, and safe working environment. The person in this position will exhibit flexibility, a willingness to learn, an ability to change, and will maintain current technology skills. They will serve as a liaison with colleagues in other institutions and actively participate in professional development. This position will also seek to create best practices for business process improvement. This position helps promote the value of inclusive excellence, equity, and diversity.

UMBC offers competitive compensation.  This role starts at $46,736 and has 11 days of vacation as well as winter break, spring break, and personal days for regular full time roles.  Tuition remission is also available. 

What is it like to work at UMBC?  Check out Glassdoor or Indeed. And read about our recent award, UMBC is a 2023 Great College to Work for…. In every category .

A hybrid telework schedule may be available.

Specific Responsibilities Include:

• Assist with travel arrangements and reimbursement statements for the Center's faculty in accordance with the UMBC travel policies and procedures.
• Purchase equipment, supplies, catering, and services.
• On-boarding and off-boarding employees.
• Prepare payroll changes through established processes in PeopleSoft, DocuSign, and the online portal.
• Organize meetings and events for the Centers and maintain the general needs of the office. 
• Maintain accurate inventory records. Conduct regular physical inventory audits to verify the accuracy of inventory records.
• Respond to inquiries from Center employees and customers in a timely manner regarding policies and procedures while maintaining standards of confidentiality and privacy, in accordance with UMBC policies, the State of Maryland policies, HIPPA, FERPA, and other federal regulations. 

Education Required: High School Diploma or GED.

Experience Required: Three years of experience providing administrative support.

Note: Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work 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.

Education Preferred: Associate’s or Bachelor’s degree in Business Administration or related field.

• Experience with Microsoft Office, Google Suite, and DocuSign.
• Experience with an Enterprise Resource Planning system.
• Possess critical thinking, interpersonal and problem-solving skills.
• Strong analytical skills, meticulous, exceptional organizational and multitasking abilities.
• Excellent customer service skills. 

A background check will be required.

Upload a resume.  

UMBC offers a rich benefits package including the following for nonexempt regular employees.

Generous Leave which includes accruing the following for full time positions:

• 11 Days of Annual Leave  (increases with years of service)
• 15 Days of Sick Leave  
• 15 Holidays
• 3 Personal Days

Tuition Remission :

• 8 credit hours per semester
• Tuition remission at UMBC for eligible dependents after two years of FT employment

Additional Benefits:

• Life and disability insurance
• Retirement/Pension plan
• Professional development opportunities
• Wellness opportunities
• & Much more

Contingent II positions may include benefits . 

Benefits offered align with type (Regular, Contingent II, etc.) of position. 

Note: This is a grant-funded position, wherein employment is contingent upon the renewal of the grant.

If you require a reasonable accommodation for a disability for any part of the employment process, please contact the Human Resources Department at 410-455-2337 or MD TTY Relay Service 1-800-735-2258 between 8:30 a.m. and 4:00 p.m. Monday through Friday.