Administrative Assistant II

College of Southern Maryland • La Plata, MD

258d • $44,306 - $75,320

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 hiring salary for this position will be from the min to mid-point of the salary range.

Requirements

• High School Diploma required.
• Three years' experience in a related field or office environment.
• Skilled in using various online platforms (i.e. Teams, Zoom) and tools for collaboration, including cloud storage and file-sharing services.
• Manages incoming and outgoing communications with professionalism and efficiency, responds promptly to email and ensures all tasks are handled in a timely manner.
• High proficiency in Microsoft Office tools to streamline office operations and support team collaboration and efficiency.
• High proficiency in Adobe environment and experience with database management.
• Experience in tracking purchases within a budget.
• Required to use software to track purchases in a shadow system.

Nice To Haves

• Associate degree is preferred.
• Experience using an integrated data system preferred.

Responsibilities

• Presents a courteous, informed image of SES and the Student Affairs departments while working with internal and external constituents whether in person, via telephone, or email.
• Obtains information from visitors to ascertain purpose of call or visit and directs visitors to department heads, academic advisors, or program leads.
• Schedules appointments for the Vice President of SES and Executive Director of Student Affairs as needed; triages appropriately to know when a visitor needs an appointment or needs the assistance of another office of the college.
• Directs phone calls, emails, or direct mail to appropriate offices, and documents voice mail messages for triage purposes.
• De-escalates visitor disagreements and fosters win-win situations.
• Keeps department statistics on number of visitors, calls, emails, direct mail, and workshops.
• Builds and maintains effective working relationships with other college departments.
• Uses judgement in alerting Executive Director or VP of SES of emergent issues or challenging situations.
• Ensures that office decorum is always professional, and representative of the college's Mission, Vision, and Value statements.
• Assists in the coordination and management of the Behavioral Review Team (BRT) and Title IX Task Force processes, tracking referrals, maintaining documentation, taking meeting minutes, and scheduling meetings to ensure timely responses to student behavioral concerns.
• Assists the Executive Director of Student Affairs in daily work and special projects, including gathering information, preparing correspondence, spreadsheets, graphs, and various documents.
• Assists in the preparation for events and presentations related to Student Affairs programming and support.
• Assists in the design and development of Student Affairs and Title IX posters and materials. Oversees the printing and production of promotional and training materials (such as the Student Policy Guide).
• Responsible for maintaining department statistics, organizing database information on students and department inquiries by utilizing the Maxient Incident reporting system.
• Responsible for managing the departmental budget and purchasing of supplies, etc. This may include negotiating with vendors, preparing requisitions, and maintaining shadow system to verify Colleague and Maxient data.
• Participates in staff activities and meetings as directed by the Executive Director.
• Prepare complex excel spreadsheets and queries as directed by the Executive Director.
• Provides an open line of communication with Professional Counselors to support their work and process with students, faculty, and staff.
• Maintains an accurate calendar of absences for staff and presents the Director with accurate and timely leave information.
• Maintain the Maxient system, ensuring accurate documentation and case management processes for student conduct, Title IX incidents, behavioral review, and other student equity-related matters.
• Provide training and technical support to staff and faculty on Maxient functionality.
• Obtain and maintain certification of Title IX yearly training; ensuring adherence to all federal, state, and institutional policies related to equity and non-discrimination.
• Independently develops and maintains various filing systems and forms, both electronic and hard copy.
• Builds competencies with managing Colleague and the Maxient Incident Reporting systems.
• Compiles statistics and evaluations and runs reports for tracking, assessment, and planning.
• Submits materials to Marketing or other contacts for website and calendar postings.
• Responsible for maintaining and updating the Student Affairs website.
• Develops and maintains data management tools using Maxient and Excel to track statistics and costs for the purpose of budget planning and program development.
• Maintains computer software licenses specific to Student Affairs and acts as key contact for contacting software vendors for technical support.
• Collaborate with the Student Equity and Success team to plan, organize, and execute campus-wide programming, events, and initiatives.
• Provide administrative support for other SES campus and community outreach efforts, ensuring effective coordination and execution of all related activities.
• Supervise and mentor student assistants, providing guidance on office procedures, assignments, and responsibilities.
• Ensure that student staff meet performance expectations, receive appropriate training, and contribute positively to the overall goals of the Student Affairs office.
• Schedules rooms and coordinates meetings and training sessions.
• May serve as Hiring Coordinator for Student Affairs to ensure paperwork and other key elements are met.
• Reviews, sorts, and delivers mail to department staff.
• Attends all mandatory staff training and participation in other pertinent training to support job function.
• Identifies and makes recommendations for procurement of contracted services such as vendors of career services promotional materials, marketing materials and caterers.
• Conducts research and prepares supporting documentation and requisitions for purchases.
• Provides accounting and operational support to the Executive Director and tracks grant funding and spending to report and make recommendations.
• Supports the Professional Counselors with any budget training or processes.
• Works to support the SES Executive Assistant with budget protocol and processing.

Benefits

• 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
• College closure for several days in March for Spring Break

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED