Administrative Assistant I

About the role

Posting number: FY27-12 Department: Division of Learning - Academic Division: DOL Admin Job classification: Administrative Assistant Posting type: Open Categories: Administrative Assistant, Clerical & Data Entry, Education, Customer Service, Records Management, Research, Higher Education, Business, Office and Administrative Support Summary 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 Administrative Assistant provides administrative support to the Division of Learning (DOL) and its administrative offices, including Academic Operations and the Department of Educational Partnerships (EPP). The incumbent assists with carrying out the broad management functions required by the VP, greeting visitors and assisting faculty, students, and staff as needed. Additionally, the position provides the office management function for Academic Operations and the EEP, providing support for the Dean of Academic Operations and the Executive Director of EEP. The Administrative Assistant presents a courteous, informed image of DOL and its administrative offices and serves as the central point of contract for Academic Operations and EEP for faculty, students, staff, and external partners. The incumbent works under moderate supervision with latitude for the use of initiative and independent judgement.  Reports to: Executive Assistant of the Vice President of Learning 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. Examples of duties 40% Administrative Support: Schedules appointments and events for the Dean, Executive Director, and Assistant Director; prioritizes incoming inquiries. Drafts correspondence to internal and external stakeholders; Assists with the creation of presentations and documents in accordance with the organization's style and format guidelines. Schedules rooms and coordinates meetings. Provides support specific to Academic Operations including: Acts as primary recorder for the Curriculum and Assessment Committees (CIC and ALAC); Manages the flow of curriculum proposals from submission to final approval at the final approval at the Board of Trustees. Monitors the submission of Student Learning Outcomes (SLO) data and program-level assessments, sending reminders and maintaining the central repository for accreditation evidence. Ensures the college catalog and the DOL webpages accurately reflect current curricular changes and assessment data as well as create and maintain academic operations web pages. Coordinates travel and logistics for external accreditation reviewers or consultants. Assists the Perkins Manager in tracking Perkins Grant expenditures, maintaining documentation for audits, and preparing quarterly or annual performance reports. Helps coordinate meeting logistics for CTE Program Advisory Committees, ensuring membership rosters meet state and federal compliance and minutes reflect industry engagement. Manages the multi-year cycle of academic program reviews, tracking deadlines for faculty and coordinating the arrival of external peer reviewers. Serves as liaison between the Dean’s office and the Institutional Research (PIR) regarding enrollment trends, completion rates, and CTE outcomes. Assists with scheduling the CSM Calendar Committee and aids in the creation of the Academic and Institutional calendars. Provides support specific to the Department of Educational Partnerships including: Assists in the development of the Early College schedule. Assists in the planning and preparation for the Early College Orientation program. Maintains the Early College application spreadsheet. Coordinates with the Registrar’s Office and DOL Career & Technical Education (CTE) coordinators to confirm articulation agreement information for the CSM CTE website. Assists with the development of internal CTE K-12 Regional Programs office reference. Manages internal CTE articulation agreement database. Provides support for Destination College program. Assists with the coordination of DOL administrative offices meetings. 25% Office Management & Communication: Assists with answering inquiries and directing visitors appropriately. Assists with the maintenance of office supplies, orders supplies as needed. Assists in ensuring office equipment (printers, fax machines, copiers) is maintained and operational. Assists in the development and maintenance of filing systems and forms, both electronic and hard copy. Reviews, sorts, and delivers mail to department staff. 15% Financial Support: Assists with preparation, coordination, and routing of contracts for the DOL administrative offices.  Supports the DOL Executive Assistant with budget protocol and processing.  Assists the DOL Executive Assistant in the maintenance of shadow budget spreadsheets for the Department of Educational Partnerships. 15% Data & Reporting Generates routine and ad hoc reports and provides preliminary analysis; designs search queries, generates, and analyzes needed reports, and other products, including utilizing Colleague and CROA. 5% Other Performs other related duties as assigned. Qualifications Required Education and Experience: Associate degree, or high school graduate with at least 3 years of administrative experience. Strong Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Preferred Education and Experience: Associate degree, or high school graduate with at least 3 years of administrative experience, preferably in higher education or executive office Colleague experience preferred. Supplemental information Knowledge, Skills, and Abilities: Excellent written and verbal communication skills, with the ability to draft professional correspondence. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Ability to manage sensitive and confidential information with discretion. Attention to detail and accuracy in all aspects of work. Ability to work independently while collaborating effectively with senior leadership, faculty, staff, and external stakeholders. PHYSICAL DEMANDS The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.   PHYSICAL DEMANDS Work is performed in a relatively safe, and secure work environment. General Employment Information The College of Southern Maryland is an Equal Opportunity Employer.  Background Checks The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students.  The final candidate for this position will be subject to the following background checks:  Criminal History Check and Sex Offender Registry Check. Conflict of Interest policy No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions.  Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office to the college all other full-time employment or its equivalent in independent consulting.   Employment Frequently Asked Questions Click here to find our frequently asked questions: