Administrative Assistant

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JOB DESCRIPTION

Job Title:

Board Operations Coordinator Responsibilities Plan, support, and organize the daily activities of the office or program to ensure smooth operations. Provide complex administrative, project, and calendar support to department chairs, program leadership, and comparable business leaders. Manage calendars for assigned leaders and teams, including planning and scheduling meetings and coordinating all associated logistics. Support administration of the department or unit's budget by monitoring and tracking expenses, reconciling budgets, resolving issues, and assisting with budget projections and development. Collect and organize information needed for budget development and reporting. Independently develop and manage complex administrative projects such as databases, reports, grant proposals, office workflows, records control systems, and course materials. Coordinate purchasing processes, including processing department bills and reconciling accounts. Prepare meeting materials by drafting agendas, gathering relevant information, and ensuring participants have the resources they need. Staff high-level meetings, record and draft minutes, and monitor and follow up on action items to ensure completion. Coordinate and provide general office services, including payroll support, purchasing, records control, office moves or renovations, and repairs and maintenance. Serve as a liaison or primary office contact with facilities as needed. Identify and resolve administrative problems and issues in a timely and effective manner. Analyze operating practices, processes, and procedures such as record-keeping systems, forms control, office layout, and personnel requirements. Develop and recommend administrative processes and procedures that improve efficiency and effectiveness in general office operations. Interpret and communicate operating policies to staff and stakeholders to ensure consistent understanding and application. Develop and compile reports and assist with the preparation of presentations for leadership and other stakeholders. Assist with planning and coordinating special events and functions, including workshops, conferences, and related activities. Perform non-routine and confidential administrative functions as needed, maintaining discretion and professionalism. Coordinate work assignments for students and temporary office support staff, providing guidance and oversight as required. Represent department management in appropriate circumstances within the scope of the position's responsibilities. Essential Skills Bachelor's degree with 1-2 years of administrative experience, or a high school diploma with 4 years of administrative experience. Proficiency in Microsoft Outlook and the Microsoft Office Suite. Strong administrative support skills, including calendar management and office coordination. Experience providing administrative support to leaders or comparable business stakeholders. Effective written and verbal communication skills for drafting minutes, reports, agendas, and correspondence. Ability to analyze and improve office processes, procedures, and workflows. Work Environment This is a full-time, on-site position with a typical schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. The position requires a professional demeanor and attire appropriate for an academic administrative office. Parking is available around campus, and parking costs may be covered while working in a consulting capacity, with different arrangements if the role transitions to a permanent position. Job Type & Location This is a Contract to Hire position based out of Baltimore, MD. Pay and Benefits The pay range for this position is $30.00 - $34.50/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Baltimore,MD.

Application Deadline This position is anticipated to close on May 27, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.