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 Administrative Assistant is the first point of contact for visitors, callers, faculty and staff to the Student Equity and Success and Student Affairs Departments.

The Administrative Assistant has comprehensive knowledge of all college procedures and programs within Student Affairs, Student Conduct, Professional Counseling, and Title IX support and quickly ascertains the reasons for visits, calls, and email inquiries within a limited amount of time and triages inquiries appropriately.

The individual in this position supports the Executive Director of Student Affairs and Title IX with daily work and special events, maintains department statistics, prepares complex spreadsheets, and handles purchasing.

Reports to : VP, for Student Equity and Success

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

Customer Service 30%

• Presents a courteous, informed image of SES and the Student Affairs departments while working with internal and external constituents whether in person, via telephone, or email.
• Obtains information from visitors to ascertain purpose of call or visit and directs visitors to department heads, academic advisors, or program leads.
• Schedules appointments for the Vice President of SES and Director of Student Affairs as needed; triages appropriately to know when a visitor needs an appointment or needs the assistance of another office of the college.
• Directs phone calls, emails, or direct mail to appropriate offices, records voice mail messages documents voice mail messages for triage purposes.
• De-escalates visitor disagreements and fosters win-win situations.
• Keeps department statistics on number of visitors, calls, emails, direct mail, and workshops.
• Builds and maintains effective working relationships with other college departments.
• Serves as the sentry for the SES department by monitoring the flow of visitors and phone calls.
• Uses judgement in alerting Executive Director of issues or challenging situations.
• Ensures that office decorum is always professional, and representative of the college Mission, Vision, and Value statement.

Executive Director and Vice President Support 30%

• Assists the Executive Director of Student Affairs in daily work and special projects, including gathering information, preparing spreadsheets, graphs, and Word documents.
• Assist in the preparation for events and orientations related to Student Affairs programming and support.
• Assists in the design and development of Student Affairs and Title IX posters and materials and oversees the printing and production of promotional and training materials (such as the Student Policy Guide).
• Responsible for maintaining department statistics on students and department inquiries, utilizing the Maxient Incident reporting system.

This responsibility includes maintaining other statistics as requested by VP or the Executive Director.

• Responsible for managing the departmental budget and purchasing of supplies, etc. This may include negotiating with vendors, preparing requisitions, and maintains shadow system to verify Colleague and Maxient data.
• Participates in staff activities and meetings as directed by the Executive Director.
• Prepare complex excel spreadsheets and queries as directed by the Executive Director.
• Provides an open line of communication with our Professional Counselors to support their work and process with our students, faculty, and staff.
• Maintains an accurate calendar of absences for staff and presents the Director with accurate and timely leave information.

Technical Support 20%

Independently develops and maintains various filing systems and forms, both electronic and hard copy. Builds competencies with Colleague and the Maxient Incident Reporting systems.

Compiles statistics and evaluations and runs reports for tracking, assessment, and planning.

• Submits materials to Marketing or other contacts for website and calendar postings.
• Develops and maintains data management tools using Excel to track statistics and costs for the purpose of budget planning and program development.
• Maintains computer software licenses specific to Student Affairs and acts as key contact for contacting software vendors for technical support.

Financial Suporrt 10%

Identifies and makes recommendations for procurement of contracted services such as vendors of career services promotional materials, marketing materials and caterers.

Conducts research and prepares supporting documentation and requisitions for purchases.

• Provides accounting and operational support to the Executive Director and tracks grant funding and spending to report and make recommendations.
• Supports the Professional Counselors with any budget training or processes.
• Works to support the SES Executive Assistant with budget protocol and processing.

General Administrative Duties 10%

• Schedules rooms and coordinates meetings and training sessions.
• May serve as Hiring Coordinator for Student Affairs to ensure paperwork and other key elements are met.
• Reviews, sorts, and delivers mail to department staff.
• Attends all mandatory staff training and participation in other pertinent training to support job function.

Minimum Education and Training

• High School Diploma required.
• Three years’ experience in related field or environment.
• Highly proficient in MS Office skills specifically Word, Excel, and Powerpoint .
• Experience in tracking purchases within a budget.
• Required to use software to track purchases in a shadow system.

Minimum Qualifications and Standards Required

Preferred Qualifications :

• Associate degree is preferred.
• Experience using an integrated data system preferred.

Knowledge, Skills, and Abilities :

• Ability to provide excellent customer service in a high paced environment.
• Ability to function independently.
• Excellent written and verbal communication skills
• Ability to deal with the public effectively and efficiently.
• Ability to identify guidelines, procedure, regulations, and laws of Title IX, Title III, FERPA, ADA.
• Ability to interpret and follow CSM Student Policy Guide and the CSM Administrative Handbook, and CSM hiring policies and procedures.
• Ability to maintain confidentiality in the use of technology and college data systems.

PHYSICAL DEMANDS

The work is 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.

Last updated : 2024-05-25