Jobs

Administrative Assistant II (Job #495222)

Job Description

The Hilltop Institute is seeking an Administrative Assistant II to oversee and coordinate the daily administrative operations of its office. This position serves as the key liaison between executive leadership, staff, external partners, and UMBC. Responsibilities include managing daily office tasks, maintaining staff calendars, and scheduling travel arrangements. The incumbent will also serve as the property custodian for Hilltop’s sensitive and capital equipment, playing a critical role in safeguarding protected health information and compliance under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Responsibilities

The incumbent will be responsible for the following specific duties:

  • Managing the office desk, greeting and escorting visitors, managing phone calls, scheduling meetings, and performing clerical tasks like mail distribution, updating and maintaining mailing lists, and ordering office supplies
  • Organizing and administering procedures and schedules for hybrid work and shared workstations, assisting in virtual meeting setup, and coordinating with Facilities Management, Shipping & Receiving, and other vendors
  • Updating and maintaining the calendars of multiple Hilltop Directors
  • Coordinating orientation schedules and onboarding/offboarding procedures for student assistants and staff
  • Scheduling & booking travel arrangements for staff as well as external clients visiting campus using the University’s CONCUR travel system
  • Maintaining records and following procedures according to the University’s policies regarding adding and disposing of inventory items
  • Recruiting, hiring, and training student staff to help maintain front office coverage during operating hours
  • Working with the Policy Analyst for Institutional Development to ensure effective communication within the office, including disseminating important information and updates
  • Assisting in event coordination, including stakeholder meetings
  • Performing other duties as assigned

Minimum Qualifications

Requires a high school diploma or GED and three years’ experience providing administrative support.

Desired Qualifications

The ideal candidate will possess the following:

  • Bachelor’s Degree
  • Four years’ experience enforcing office security protocols, using office automation software, and operating manual and automated office equipment
  • Ability to establish and maintain effective working relationships
  • Ability to present ideas and information clearly and concisely both orally and in writing

Salary

Pay Range 11 (minimum: $23.35/hr, maximum: $29.68/hr) based on the University System of Maryland (USM) Pay Program.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, Memorandum of Understanding, USM Board of Regent policies, internal equity, budget and qualifications and experience. Most salary offers will be close to the minimum part of the range.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Application

Position is open until filled. Apply here: UMBC: Details – Administrative Assistant II

As required by the 1986 Immigration Act, be prepared to present acceptable documentation upon hire showing your identity and that you are a U.S. citizen or an alien who is authorized to work.

UMBC IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Please visit our web page at http://www.umbc.edu/hr for additional employment opportunities.

April 10, 2026