Assistant Director of Administration

Job Title: Assistant Director of Administration Location: Millennium Hall, Harris Hall & Tubman House at Towson University Reports to: Area Manager Salary: $60,000.00-$70,000.00 per yearand a comprehensive benefits package FLSA Status: Exempt

Under the direct supervision of the Area Manager,the Assistant Director of Administration is responsible for overseeing accounts payable, budget management, key management, human resources matters, and coordinating facility management. Projecting a customer-focused, professional image in interactions with all internal and external customers is essential. Maintaining a customer-focused and professional image through in-person, electronic, and telephone communication with all internal and external customers is essential.

Position is 100% in-office Monday-Friday during posted office hours.

• Complete payments of all accounts payable invoices received. Liaise with the Facilities Director as needed to track expenses.
• Complete the input and payment of accounts payable items prior to approval by the Area Manager.
• Keep accurate and organized records of all accounts payable invoices.
• Create end-of-year accounts payable reporting as needed for site owners, stakeholders, and supervisors.
• Serve as a main point of contact for campus partners and site vendors with questions regarding accounts payable/receivable.
• Conduct regular monthly audits of vendor accounts to ensure accuracy for invoice payment completion in a timely manner.
• Maintain correspondence with all vendors as it relates to invoicing or accounts payable items to ensure all COCM accounts remain in good standing and not attain delinquent status for lack of payment.
• Monitor all charge card transactions to ensure proper processing of all transactions. Complete all new vendor setup forms and W-9s when necessary. Also, work with the Area Manager and Facilities Director to track all site expenses and review them during quarterly budget variance meetings and monthly audits.
• Assist with creating and managing operational and capital budgets.
• Complete all research required for the creation of the annual budget writing process.
• Submit regular reports to the Area Manager, such as weekly updates, monthly purchasing card resolution, and others as needed.
• Provide oversight and assistance for administrative functions, including card access, key systems, and security camera systems.
• Complete all property furniture inventory and access control reports annually to be sent to ownership.
• Assist the Area Manager with coordinating human resource-related functions for the overall site. Ensure all new hires have completed background, motor vehicle, and drug screenings, and the I-9 process.
• Assist the Facilities Director and the Leasing Assistant Directors in all aspects of the move-in, move-out, turn, and Summer Conferences processes as needed.
• Assist Licensing office staff with emails, answering phone calls, website updates, etc., during high-volume time frames.
• Participate in 24-hour management team emergency response rotation. Respond to emergency calls by assessing the situation and determining the best course of action, which may require on-site response on nights, weekends, and some holidays.
• Assist the licensing team with weekly bank deposits.
• Maintain filing system and keep confidential information as needed.
• Maintain an accurate key inventory.
• Track all lockouts and process charges for all lock changes and lost keys.
• Participate in cross-training to understand multiple properties at the site to fill in as needed.
• Other duties as assigned or created.

Work Hours: 100% in-office Monday-Friday during posted office hours.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.

The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience /

Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the…