Administrative Assistant, Disability Support Services

College of Southern Maryland•La Plata, MD

6d•Onsite

About The Position

Located 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 the DDS office functions 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 the 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: DSS technology, departmental development, HRIS, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.

Requirements

High School Diploma
3-5 years of relative experience
Experience in a post-secondary education environment
Experience in the use of Microsoft Suite and ability to learn and understand database software(s).
Experience with budgeting & GL, expense oversight and systems (Colleague)
Familiarity with and/or ability to understand use of and application of assistive technology
Ability to resolve customer issues/problems in a manner that exceeds client expectations.
Ability to maintain accurate records of activities within approved database.
Excellent verbal, written, and reporting communication skills.
Demonstrate excellent work ethic and integrity.
Ability to work autonomously and as a team member.
Excellence in organizational skills.
Must be able to maintain confidentiality
Excellent communication skills, both orally and in writing.
Ability to maintain calendars and schedule appointments

Nice To Haves

Associate’s degree in business or related field
5-7 years of experience

Responsibilities

Oversight of the DSS office and serves as the focal point of the department and the first point of contact for Disability Support Services.
Assist staff in coordinating auxiliary aids and services such as scribes and interpreters for individuals with disabilities at various campuses.
Responsible for handling and distribution of incoming and outgoing mail including the DSS email inbox communications.
Coordinates templates for email resources including AIM system, auto-generated emails to students, DSS Interest, WRP reminders, events, and marketing pre-semester campaigns.
Prepare purchase orders and requisition documentation.
Responsible for ordering office supplies for the DSS Department including general office and printer supplies for all campuses.
Assists staff in the planning and coordination of departmental meetings and conferences.
Contacts Facilities, Security, and the Help Desk with necessary work orders to support the DSS department.
Updates CSM DSS website page links, basic content updates and forms.
Supports the Administrative needs of the department staff, types, proofs reports, letters, memos, departmental agendas, and forms.
Maintains department furniture inventory and prepares transfer of equipment and dispositions of equipment forms.
Researches additional useful technology for the DSS Department.
Assist in ensuring that all college programs, services and activities are accessible and in compliance with ADAAA, Section 504, Section 508 and all pertinent federal and state laws pertaining to disability.
May conduct initial prescreening of DSS students and may schedule appointments for Coordinators based on calendar availability.
Assists in researching textbooks in Alternate Format and other accessible technologies to assist student success.
Point of Contact for WRP (Workforce Readiness Program) communication of resources, activities, marketing and interview scheduling and processes.
Directs and deploys Scribe activity, Interpreters and other temp staff.
Ensures that all new hire paperwork is coordinated in compliance with HRD for part-time temporary scribe personnel.
Coordinates training for Scribes and monitors consistency of delivery of services through the evaluation by students.
Monitors the cost center budget records for the department and reconciles monthly expenses.
Assists the director with the development of the DSS early budget impacting campuses (La Plata, Leonardtown, and Prince Frederick).
Reviews of all contract payments (interpreters etc.).
Monitors technology contracts for DSS renewals and comparison of usage.
Responsible for scheduling and processing requests for DSS meetings and events on any campus as needed.
Assists with programs sponsored by the DSS Team included but not limited to; student orientation, Try College for a Day, Transition Expo, Summer Transition Academy, etc.
Prepares event “giveaways” through coordination with the marketing department and outside vendors.
Assists in maintaining accurate record keeping within the AIM database and Image Now database and manual files to comply with record keeping requirements.
Assists with the annual data collection for state and Federal government reporting.
Performs other related duties as assigned.