Administrative Assistant I - DOL SPT

Position Summary

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The individual in this position provides administrative and operations related support for the designated academic area. In this role, the incumbent is responsible for independent management of academic, financial, logistical, and administrative functions including course schedule development, budget and contract processes, data generation and analysis, and instructional supplies, materials, and equipment administration. The person in this position also serves as the hiring coordinator for the academic area and is the focal point for contact with students, faculty, other college areas, vendors, and the public.

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.

Specific Duties and Responsibilities

35% Administrative & Logistical Management

• Manages academic, financial, logistical, and administrative functions of the academic area.
• Acts as focal point and advises Dean/Associate Dean/Department Chair(s) of all timelines for tasks and projects.
• Manages all aspects of the academic area’s schedule development, course changes, and classroom assignments.
  • Collaborate with Deans/Department Chairs/Coordinators to gather data.
  • Develop and input all course sections into Colleague.
  • Manage schedule review and modification processes, making necessary changes to semester schedules on an ongoing basis.
  • Coordinate with the Scheduling, Registrar and Bursar’s Offices, as well as the College Store in administering the schedule development process.
• Maintains all instructional and office supplies, and orders instructional materials for all campuses, including printer and other office equipment.
• Coordinates with the College Store Textbook Manager for textbook adoptions. Orders review copies for possible adoption. Orders adopted books and ancillaries for all faculty.
• Tracks required and supplemental instructional materials for all courses.
• Coordinates with departments and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.
• Maintains academic area’s’ digital and hard copy files in accordance with CSM records retention, including, but not limited to personnel files and contracts, as well as syllabi, financial, grants, and vendor contracts.
• Assists with organization and coordination of academic area’s meetings.
• Oversees and initiates academic area’s Operations/Facility/ITS Division work orders.
• Manages furniture inventory and initiates transfer/disposition of equipment (where applicable).
• Maintains and updates all Material Safety Data Sheets (where applicable) for the academic area.
• Assists with managing calendars and appointments of the school Dean.

• Manages designated cost centers including academic operational budgets and grants.
  • Manages all aspects of budget operations: expenditures, reimbursements, purchases, reconciliations, budget transfers, correction of misapplied expenditures.
  • Maintains designated budgets in Colleague.
  • Develops shadow budgets to monitor budget processes.
• Manages contract processes for the academic area. Prepares contracts for:
  • Human Resources: Adjunct instructors, as well as permanent faculty overload contracts in compliance with the faculty handbook using a high level of detail in determining pay amounts per course credit.
  • Accounts Payable: Vendor contracts, which include Academic Program Reviews, Performance, Gallery, Maintenance, Catering, Technology, and Service contracts which may require collaboration with other departments.
  • Other: Completes additional types of contracts/stipends as the need arises.

• Designs search queries, generates, and analyzes needed reports, and other products, including utilizing Colleague and CROA, for the Dean/Associate Dean/Department Chair(s)/Coordinators to improve the academic area’s efficiency, as well as in preparation for academic scheduling, lean enrollment, waitlists, faculty load, coordinator responsibilities, course cancelations, program and course studies, etc.

• Serves as the academic area’s Hiring Coordinator to include processing of required new hire documents for adjuncts and other temporary employees.

• Serves as first point of contact in the academic area to resolve issues and complaints by identifying solutions.
• Serves on committees designed to improve effectiveness of college, policies, procedures, and practices, as requested.
• Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
• Authors e-mails, memos, letters, and forms.

• Performs other related duties as assigned.

• Performs other related duties as assigned.

Minimum Education and Training

• High school diploma, Associate degree preferred
• 3 years previous office experience, preferably in an executive office setting

Minimum Qualifications and Standards Required

Knowledge, Skills and Abilities:

• Ability to perform simple accounting procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Records maintenance skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Ability to understand and follow specific instructions and procedures.
• Ability to maintain confidentiality of records and information.
• Word processing and/or data entry skills.
• Skill in the use of operating basic office equipment.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Proficiency in Microsoft Office Suite, current operating systems, web browsers and Colleague

Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.