Administrative Assistant II
Salary :
$44,306.
00 - $59,813.
00 AnnuallyLocation :
Prince Frederick, MDJob Type:
Full-TimeJob Number:
FY24-02Division (Department):
Division of Learning - AcademicDepartment (Division):
School of Liberal ArtsOpening Date:
07/03/2023Position 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, equipment administration, and performance and gallery contracts.
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
Essential Functions:
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.
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.
Works closely with Associate Dean/Chair/Coordinators/Procurement/ Accounts Payable on purchasing of all artistic, theatrical, and production supplies and materials.
Develops shadow budgets to monitor budget processes.
Maintains designated budgets in Colleague.
Manages contract processes for the academic area.
Prepares contracts for:
Gallery and production events:
Collaborates with Associate Dean/Coordinators in creating the yearly gallery and production calendar.
Maintains excellent working relationships with artists via phone, e-mail, and Zoom communications.
Creates, revises, and manages all gallery and production contracts.
Works closely with Procurement and Accounts Payable departments to ensure accuracy and maintenance of gallery and production contracts and payments.
Faculty:
Creates contracts for 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.
Vendors:
Creates contracts for Academic Program Reviews, Maintenance, Catering, Technology, and Service contracts which may require collaboration with other departments.
Other:
Completes additional types of contracts/stipends as the need arises.
Leads in the designing, generating, and analyzing needed reports, and other products, including utilizing Colleague and CROA, for the Dean(s)/Associate Dean(s)/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.
Supervises lab assistants, student assistants, temporary workers, and work studies.
Maintains all instructional and office supplies, and orders instructional materials for all campuses, including printer and other office equipment.
Serves as first point of contact in the academic area to resolve issues and complaints by identifying solutions.
Serves as the academic area's Hiring Coordinator to include processing of required new hire documents for adjuncts and other temporary employees.
Coordinates with the College Store Textbook Manager for textbook adoptions.
Orders review copies for possible adoption.
Orders adopted books and ancillaries for all faculty.
Participates in and supports the activities associated with state, regional and national accreditation and approval.
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 policies, including, but not limited to personnel files and contracts, as well as syllabi, financial, grants, and vendor contracts.
Serves on committees designed to improve effectiveness of college, policies, procedures, and practices, as requested.
Assists with organization and coordination of academic area's meetings.
Oversees and initiates academic area's Operations/Facility/ITS Division work orders.
Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
Authors e-mails, memos, letters, and forms.
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.
Additional Duties:
Performs other related work as required.
Minimum Education and Training Internal High school graduate, Associate degree preferred Two (2) years full time experience as an Administrative Assistant I with the College of Southern Maryland or an Associate degree plus one (1) year as an Administrative Assistant I with the College of Southern Maryland Experience using integrated data systems and databases Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel Ability to manage multiple tasks, projects and event planning while providing customer service by phone and in person Ability to function independently; excellent written and verbal communication skills External:
High school graduate, Associates degree preferred Three (3) years full time clerical experience in a career or job placement center, or an Associate degree plus two (2) years clerical experience in a career or job placement center Experience using integrated data systems and databases.
Prior knowledge and experience in Colleague and CROA preferred.
Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel Ability to manage multiple tasks, projects and event planning while providing customer service by phone and in person Ability to function independently; excellent written and verbal communication skills Minimum Qualifications and Standards Required Knowledge of office management principles, methods, and procedures to complete work assignments.
Knowledge of principles, problems, and methods of public and business administration to complete work assignments.
Knowledge of the department mission, goals, and objectives to carry out assignments.
Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records.
Ability to remain professional when dealing with internal and external stakeholders.
Ability to manage and prioritize multiple assignments.
Ability to maintain accuracy and attention to detail when completing multiple assignments.
Ability to track and monitor pertinent activities (e.
g.
, legislation, program changes, critical correspondence) in an organized fashion to keep the office running efficiently.
Ability to identify information, materials, and resources needed to complete a project or assignment.
Ability to establish and maintain cooperative working relationships with management, staff, and internal and external stakeholders.
Ability to use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff, outside agency personnel, and/or the public.
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.
Keep growing in your career at the College of Southern Maryland.
CSM offers great benefits, beautiful campuses and a challenging environment.
Check out why our employees give high marks to our benefits program01 Describe your experiences or training with contracts and licensing in the fine arts or humanities.
Required Question Recommended Skills Accounts Payable Administration Attention To Detail Audio Equipments Balance Sheet Business Administration Estimated Salary: $20 to $28 per hour based on qualifications.
$44,306.
00 - $59,813.
00 AnnuallyLocation :
Prince Frederick, MDJob Type:
Full-TimeJob Number:
FY24-02Division (Department):
Division of Learning - AcademicDepartment (Division):
School of Liberal ArtsOpening Date:
07/03/2023Position 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, equipment administration, and performance and gallery contracts.
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
Essential Functions:
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.
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.
Works closely with Associate Dean/Chair/Coordinators/Procurement/ Accounts Payable on purchasing of all artistic, theatrical, and production supplies and materials.
Develops shadow budgets to monitor budget processes.
Maintains designated budgets in Colleague.
Manages contract processes for the academic area.
Prepares contracts for:
Gallery and production events:
Collaborates with Associate Dean/Coordinators in creating the yearly gallery and production calendar.
Maintains excellent working relationships with artists via phone, e-mail, and Zoom communications.
Creates, revises, and manages all gallery and production contracts.
Works closely with Procurement and Accounts Payable departments to ensure accuracy and maintenance of gallery and production contracts and payments.
Faculty:
Creates contracts for 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.
Vendors:
Creates contracts for Academic Program Reviews, Maintenance, Catering, Technology, and Service contracts which may require collaboration with other departments.
Other:
Completes additional types of contracts/stipends as the need arises.
Leads in the designing, generating, and analyzing needed reports, and other products, including utilizing Colleague and CROA, for the Dean(s)/Associate Dean(s)/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.
Supervises lab assistants, student assistants, temporary workers, and work studies.
Maintains all instructional and office supplies, and orders instructional materials for all campuses, including printer and other office equipment.
Serves as first point of contact in the academic area to resolve issues and complaints by identifying solutions.
Serves as the academic area's Hiring Coordinator to include processing of required new hire documents for adjuncts and other temporary employees.
Coordinates with the College Store Textbook Manager for textbook adoptions.
Orders review copies for possible adoption.
Orders adopted books and ancillaries for all faculty.
Participates in and supports the activities associated with state, regional and national accreditation and approval.
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 policies, including, but not limited to personnel files and contracts, as well as syllabi, financial, grants, and vendor contracts.
Serves on committees designed to improve effectiveness of college, policies, procedures, and practices, as requested.
Assists with organization and coordination of academic area's meetings.
Oversees and initiates academic area's Operations/Facility/ITS Division work orders.
Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
Authors e-mails, memos, letters, and forms.
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.
Additional Duties:
Performs other related work as required.
Minimum Education and Training Internal High school graduate, Associate degree preferred Two (2) years full time experience as an Administrative Assistant I with the College of Southern Maryland or an Associate degree plus one (1) year as an Administrative Assistant I with the College of Southern Maryland Experience using integrated data systems and databases Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel Ability to manage multiple tasks, projects and event planning while providing customer service by phone and in person Ability to function independently; excellent written and verbal communication skills External:
High school graduate, Associates degree preferred Three (3) years full time clerical experience in a career or job placement center, or an Associate degree plus two (2) years clerical experience in a career or job placement center Experience using integrated data systems and databases.
Prior knowledge and experience in Colleague and CROA preferred.
Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel Ability to manage multiple tasks, projects and event planning while providing customer service by phone and in person Ability to function independently; excellent written and verbal communication skills Minimum Qualifications and Standards Required Knowledge of office management principles, methods, and procedures to complete work assignments.
Knowledge of principles, problems, and methods of public and business administration to complete work assignments.
Knowledge of the department mission, goals, and objectives to carry out assignments.
Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records.
Ability to remain professional when dealing with internal and external stakeholders.
Ability to manage and prioritize multiple assignments.
Ability to maintain accuracy and attention to detail when completing multiple assignments.
Ability to track and monitor pertinent activities (e.
g.
, legislation, program changes, critical correspondence) in an organized fashion to keep the office running efficiently.
Ability to identify information, materials, and resources needed to complete a project or assignment.
Ability to establish and maintain cooperative working relationships with management, staff, and internal and external stakeholders.
Ability to use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff, outside agency personnel, and/or the public.
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.
Keep growing in your career at the College of Southern Maryland.
CSM offers great benefits, beautiful campuses and a challenging environment.
Check out why our employees give high marks to our benefits program01 Describe your experiences or training with contracts and licensing in the fine arts or humanities.
Required Question Recommended Skills Accounts Payable Administration Attention To Detail Audio Equipments Balance Sheet Business Administration Estimated Salary: $20 to $28 per hour based on qualifications.
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