Administrative Associate & Commencement Coordinator

Administrative Associate & Commencement Coordinator

The Administrative Associate & Commencement Coordinator is responsible for administrative operations of specific functions and programs within Academic Affairs (AA), including the office of the Executive Vice Chancellor and Provost (EVCP), Academic Administration, and UMD Engage. Operations include events (e.g., faculty promotion and tenure reception, new faculty orientation and other professional development opportunities related to academic affairs); shared governance related to academic affairs; HR and finance activities, and search committees for senior academic leadership positions. The position will coordinate UMD's commencement ceremonies and, as appropriate, participate in the planning and implementation of student-facing events hosted by units outside of AA. The position requires work on the date of the commencement ceremonies each year (one Saturday in May) and could involve participation in student-facing activities during evenings or weekends at other times during the year (e.g., Welcome Week, Homecoming).

Responsibilities :

Administrative Associate (60%)

• Department liaison
• Executes HR support activities for selected areas of AA; activities include but are not limited to : Submitting "TDX" tickets (e.g., job postings, hiring, and compensation) Advertising open positions to attract diverse and qualified applicant pools Initiating SkillSurvey for reference checks Completing I-9's Verifying time records and payroll confirmation and verification reports, correcting errors identified, and maintaining bi-weekly payroll records Administering employee separation procedures Consulting on questions / requests with UMD HR and Finance strategic partners Following and staying current on the relevant HR University policies and procedures Attending campus meetings and receiving messages related to HR activities, and communicating information to supervisors and staff as appropriate (e.g., performance appraisal timeline; reminders to submit and / or approve time, etc.) Coordinate the unit staff award process Maintain a University purchasing card for Academic Administration and order supplies for staff with supervisor approval Order key(s) / building access, name badges, business cards, etc. for AA staff Maintain Darland 4th floor workroom printer / copier (supplies, service requests) and, if necessary, track expenses to departments that use it Maintain the current list of staff with offices on Darland 4th floor and co-coordinate safety procedures for the floor Provide up-to-date instructions and assistance with technology in the Darland 4th floor conference room Collect and distribute AA staff mail from the UMD Mail Room (Darland basement) Submit work requests to Facilities Management for AA space repairs and maintenance
• Events
• Assist with the planning and execution of AA events (examples include : EVCP [promotion and tenure reception; retirees reception], AVC [new faculty orientation and other professional development; accreditation], UMD Engage [volunteer fairs, professional learning communities]) Contact internal units and external organizations as needed to secure venues, place catering orders, coordinate technology, and ensure other necessary details are arranged in advance Create and communicate event promotional materials as needed Prepare participant materials as needed (e.g., handouts, name tags) Ensure events are set up accurately and greet guests as needed Maintain records of events and identify areas of improvement for subsequent events Assist with campus-wide "campus conversation" meeting plans and implementation
• Shared governance
• Provide staff support for one or more academic committees (example : Faculty Senate) : Take and prepare minutes for committee review Maintain agendas and approved minutes for institutional records Communicate within the committee on behalf of the chair(s) as needed Assist policy contacts with conducting policy reviews within the campus shared governance structure Assist the UMD Shared Governance coordinator as needed with member orientation and with communications across committees and to the campus
• Search committees
• Schedule committee meetings and ensure in-person and Zoom rooms are prepared for meetings in advance Organize applicant materials for search committee members Schedule rooms for on-campus interviews Assist with the travel, lodging, and meals for on-campus interviews, which may include making reservations with airlines, car rental companies, hotels, restaurants, etc., and coordinate travel reimbursements for candidates Assist the search committee as needed (e.g., escorting candidates from room to room on campus; preparing welcome or informational packets)

Commencement Coordination (30%)