Administrative Assistant

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 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, 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, as well as 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 academic area’s digital and hard copy files in accordance with CSM records retention, including, but not limited to 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 (where applicable) 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, as well as permanent faculty overload contracts in compliance with the faculty handbook using a high level of detail in…