Administrative Assistant

Position Summary

Located 45 minutes from the Nation's Capital, nestled in a historic community of southern Maryland, the College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute. CSM offers academic programs in over 100 disciplines and is among America's top 100 producers of minority associate degrees in twenty categories. CSM provides excellent health insurance benefits, a State Retirement Pension plan, wellness programs, Code Green early closure Fridays in the summer, and college closures for spring break, major holidays, and a week in March.

The institution is innovative, committed to student success, and well known for its flexibility to meet student and community needs.

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

Reports to:

Dean, School of STEM and Professional Studies.

The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled.

• 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 and 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 the academic area's digital and hard copy files in accordance with CSM records retention, including 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 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, and 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 including 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) and Coordinators to improve the academic area's efficiency, as well as in preparation for academic scheduling, lean enrollment, waitlists, faculty load, coordinator responsibilities, course cancellations, 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…