Administrative Assistant I

Employer
College of Southern Maryland
Location
La Plata, MD

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Position SummaryLocated 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 manages office and serves as the focal point for contact with students, faculty, other Divisions, vendors, and public. Provides callers/visitors with accurate data in response to their requests or directs calls to appropriate person. Initiates action to obtain needed data and provide advice to callers/visitors. Follows up to ensure customer needs are met. The incumbent assists in all functional areas of the department, as needed: departmental development, HRIS, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.

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. For best consideration, apply by 11:59 pm, EST on Friday, October 15, 2021. The College of Southern Maryland is an Equal Opportunity Employer. Specific Duties and ResponsibilitiesEssential Functions:
  • Manages department administrative and logistical functions.
  • Directs tasks and assignments to ensure department properly implements college policies and procedures.
  • Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
  • Serves on various committees designed to improve effectiveness of college, policies, procedures, and practices.
  • Maintains Department Chair's calendar and coordinates activities.
  • Acts as focal point and advises Department Chair of all timelines for tasks, and projects.
  • Coordinates with department and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.
  • Organizes/coordinates department meetings, conferences, recruiting meetings and interviews. Prepares materials, reserves conference rooms, arranges refreshments, and notifies participants.
  • Maintains and updates all college manuals and Material Safety Data Sheets, and the Division Continuity of Operations Plan as needed.
  • Department report generation and official recordkeeping. Designs and generates needed reports and other products to improve department efficiency.
  • Authors memos, letters, and forms.
  • Maintains list of faculty telephone numbers and addresses.
  • Maintains office files including faculty and staff files, budget, textbook adoption, pay scale for salaries, college forms, and full-time instructor office hours.
  • Fulfills key operator responsibilities for printer and other office equipment.
  • Maintains all office supplies and orders instruction materials for all campuses.
  • Oversees and initiates facility/ITS Divisions with necessary work orders.
  • Manages furniture inventory and initiates transfer/disposition of equipment.
  • Manages incoming and outgoing mail.
  • Ensures that all files are kept in accordance with CSM records retention policies.
  • Maintains office filing system.
  • Orders office supplies and verifies shipments.
  • Assists in resolving administrative/department problems by helping to identify solutions. 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 RequiredKnowledge, 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
  • Organization

    Working at College of Southern Maryland

    The College of Southern Maryland (CSM) is a public, regional community college with a far-reaching mission — to help our students and community meet the challenges of individual, social, and global changes.

    CSM is a thriving, progressive, and technologically advanced college that delivers quality higher education programs and services. The college is committed to offering a wide variety of learning options, student services, and high-quality workforce development training and support. That commitment is reflected in those we serve. More than 60 percent of tri-county residents who attend higher education institutions come to CSM.

    The staff and faculty at CSM work closely with a diverse student population to provide a rich variety of educational options. CSM is a leader among Maryland community colleges in offering courses which meet the busy schedules of our students, including weekend and evening online classes, and Web-hybrid courses which offer a mix of online and traditional classroom face-to-face instruction. CSM strives to create a global education program, yet remains a local college that has a real stake in supporting our community's academic, professional, and self-enrichment pursuits.

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