Academic Administrative Specialist

Salary: $36,979.00 - $48,997.00 Annually

Location:

1601 Washington Road, Westminster, MD

Job Type: Full-Time - Support

Job Number: FY26-00034

This position is responsible for providing administrative support ranging from general clerical tasks to more specialized division/department functions for the applicable program. It supports the program division chair, program directors, faculty, and may provide support to other areas such as the records office. The role serves as the first point of contact for students, faculty, community partners, and others by offering basic assistance and customer service as needed.

This position reports to the division chair.

• Respond to inquiries from students, faculty, community partners, and others; explain policies, provide direction, answer questions, and resolve problems independently when feasible. May act as liaison between divisions/departments within the College and external partners.
• Prepare internal and external correspondence and documents, including electronic versions, and support the assigned area and staff with departmental communications.
• Maintain inventory for office forms and supplies, order supplies, and manage assigned filing systems.
• Work with vendors and/or purchase items using the College purchasing card or Unimarket as required.
• Maintain budget records and reconcile monthly purchasing card expenditures.
• Track requested and assigned file systems, records, and related databases; generate reports on students and faculty in designated courses, internship programs, etc.
• Generate and disseminate reports and correspondence to appropriate entities.
• Provide support for division/department research, grant, travel, or accounting activities.
• Oversee temporary staff or student aides and train new employees/students on administrative processes, equipment use, or software.
• Assist with hiring and onboarding of adjunct faculty or designated employees; ensure new hire paperwork is collected and complete, provide required forms, and certify I‑9 within 3 days of hire.
• Maintain confidentiality of select documents and personnel information.
• Prepare and process faculty contracts, stipends, and workload documents as required.
• Record payroll data, meet payroll deadlines, and ensure release time is entered into the College database.
• Assist in gathering information for special projects, surveys, state reports, accreditation activities, department equipment, and program or department development.
• Perform mail merges, create spreadsheets, develop flyers or slide presentations, and disseminate information about division/department events.
• Assist with planning, organizing, scheduling rooms through the College system, arranging catering, and coordinating various events such as program completion ceremonies.
• Maintain department calendar, schedules, room assignments, and appointments for assigned staff.
• Assist with processing program licensing exams if applicable.
• Record minutes when requested for internal division meetings and related events.
• Coordinate maintenance of division/department equipment to ensure working order.
• Perform other duties as assigned.

• High school diploma or equivalent and five years of full‑time administrative support experience.
• Proficiency with Microsoft Office products (Word, Excel, PowerPoint) and designated College‑related software in a Windows environment.
• Strong written and oral communication skills.
• Must be positive, cooperative, and supportive.

• Associate degree in a related field and three years of full‑time administrative support experience.
• Microsoft Office Certification and/or Office Technology Certificate.
• Experience with Ellucian Colleague, Adobe Acrobat, Unimarket, and/or LMS such as Canvas.
• Experience in higher education.

This full‑time position will be placed on the College 12‑month employee Non‑Exempt Staff salary scale at grade
7. Actual salary placement is based on qualifications and experience. Position includes an excellent fringe benefits package.

The work is sedentary and requires exerting up to 10 pounds of force…