What are the responsibilities and job description for the Administrative Assistant I position at College of Southern Maryland?
JOB
Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute 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 hiring salary for this position will be from the min to mid-point of the salary range.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.Reports to: Dean of the School of Health SciencesThe 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.
EXAMPLE OF DUTIES
35% Supporting Relationship Building and Management of the Department Develop and nurture relationships with key industry partners, businesses, and stakeholders via emails, memorandums, letters, and forms.Acts as the focal point and advises the leadership team of all timelines for tasks and projects between the organization and its external partners.Identify potential partnerships and opportunities for professional collaboration.Manage academic, financial, logistical, and administrative functions of the assigned academic area.Manage all aspects of the academic area’s scheduling development, course changes, and classroom assignments.Collaborate with Deans/Department Chairs/Coordinators/Course 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.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 material for all courses.Assist in positioning CSM as the premier professional resource for talent and cutting-edge workforce solutions within the tri-county business community.Manage 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 to include Adjunct instructors and permanent faculty overload contracts in compliance with the faculty handbook.Vendor contracts which may include academic program reviews, maintenance, catering, technology, and service contracts.Stipends as they arise.Additional types of contracts.Maintain all instructional and office supplies, and order instructional materials for the campus, including printer and other office equipment.Review existing policies and initiates process changes to improve efficiency and effectiveness.Maintain academic digital and hard copy files in accordance with CSM records retention policies, including but not limited to personnel files and contracts, as well as syllabi, financial, grants, and vendor contracts.10% Communication and AdvocacyCommunicate the organization’s value proposition to external partners.Advocate for the needs and interests of the organization in external forums.Facilitate effective communication between the organization and its partners.5% Research and AnalysisDesign search queries, generate and analyze the needed reports from Colleague and CROA for the leadership team to assist in but not limited to the following: Improving academic areas efficiency, Academic scheduling,Faculty load,Coordinator responsibilities, andCourse cancellations35% Networking and OutreachOrganize and participate in workshops, seminars, and other outreach activities.Assists with organization and coordination of academic meetings.Oversee and initiates academic operations, facility, and ITS division work order.Serves as first point in the academic area to resolve issues and complaints by identifying solutions.Serves as the academic hiring coordinator to include the processing of required new hire documents for adjuncts and other temporary employees.Serve on committees designed to improve effectiveness of college policies, procedures, and practices.Coordinates with departments and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.15% Reporting and DocumentationMaintain accurate records of partnership agreements, activities, and communications.Document best practices and lessons from engagement initiatives.Manage furniture inventory and initiate transfer/disposition of equipment.Maintain and update all Material Safety Data Sheets for the academic area.Additional Duties: Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Ability to resolve customer issues/problems in a manner that exceeds client expectations.Ability to maintain accurate records of activities within approved database. Excellent verbal, written, and reporting communication skills.Demonstrate excellent work ethic and integrity.Ability to work autonomously and as a team member.PHYSICAL DEMANDS: The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. WORK ENVIRONMENT: Work is performed in a relatively safe, and secure work environment.
Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute 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 hiring salary for this position will be from the min to mid-point of the salary range.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.Reports to: Dean of the School of Health SciencesThe 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.
EXAMPLE OF DUTIES
35% Supporting Relationship Building and Management of the Department Develop and nurture relationships with key industry partners, businesses, and stakeholders via emails, memorandums, letters, and forms.Acts as the focal point and advises the leadership team of all timelines for tasks and projects between the organization and its external partners.Identify potential partnerships and opportunities for professional collaboration.Manage academic, financial, logistical, and administrative functions of the assigned academic area.Manage all aspects of the academic area’s scheduling development, course changes, and classroom assignments.Collaborate with Deans/Department Chairs/Coordinators/Course 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.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 material for all courses.Assist in positioning CSM as the premier professional resource for talent and cutting-edge workforce solutions within the tri-county business community.Manage 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 to include Adjunct instructors and permanent faculty overload contracts in compliance with the faculty handbook.Vendor contracts which may include academic program reviews, maintenance, catering, technology, and service contracts.Stipends as they arise.Additional types of contracts.Maintain all instructional and office supplies, and order instructional materials for the campus, including printer and other office equipment.Review existing policies and initiates process changes to improve efficiency and effectiveness.Maintain academic digital and hard copy files in accordance with CSM records retention policies, including but not limited to personnel files and contracts, as well as syllabi, financial, grants, and vendor contracts.10% Communication and AdvocacyCommunicate the organization’s value proposition to external partners.Advocate for the needs and interests of the organization in external forums.Facilitate effective communication between the organization and its partners.5% Research and AnalysisDesign search queries, generate and analyze the needed reports from Colleague and CROA for the leadership team to assist in but not limited to the following: Improving academic areas efficiency, Academic scheduling,Faculty load,Coordinator responsibilities, andCourse cancellations35% Networking and OutreachOrganize and participate in workshops, seminars, and other outreach activities.Assists with organization and coordination of academic meetings.Oversee and initiates academic operations, facility, and ITS division work order.Serves as first point in the academic area to resolve issues and complaints by identifying solutions.Serves as the academic hiring coordinator to include the processing of required new hire documents for adjuncts and other temporary employees.Serve on committees designed to improve effectiveness of college policies, procedures, and practices.Coordinates with departments and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.15% Reporting and DocumentationMaintain accurate records of partnership agreements, activities, and communications.Document best practices and lessons from engagement initiatives.Manage furniture inventory and initiate transfer/disposition of equipment.Maintain and update all Material Safety Data Sheets for the academic area.Additional Duties: Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Ability to resolve customer issues/problems in a manner that exceeds client expectations.Ability to maintain accurate records of activities within approved database. Excellent verbal, written, and reporting communication skills.Demonstrate excellent work ethic and integrity.Ability to work autonomously and as a team member.PHYSICAL DEMANDS: The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. WORK ENVIRONMENT: Work is performed in a relatively safe, and secure work environment.
