(CSM) has been twice named in the top 150 community colleges by the Aspen Institute 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 Executive Assistant serves as the lead support for the Vice President of Student Excellence and
Success and ensures operational adherence to the college’s Strategic Plan, college fiscal management policies and controls, and offers the
highest regard for student relations and customer service. The Executive Assistant supports the strategic mission and vision of the college
and works to provide guidance and support to the departments which serve under the Division of Student, Excellence, and Success. The
Executive Assistant manages and implements standard operating practices of the college while supporting the advancement of student
matriculation, enrollment, retention, transfer and graduation. Additionally, the Executive Assistant works closely with overseeing the
fiscal management of SES departments and supports and manages special projects.
Reports to: Vice President, Student
Excellence and Success
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:
55 % Administrative Support
- Implements, coordinates, and promotes Student Success and
supports the Vice President of SES with student file management, Title IX, ADA and student conduct protocol and practices. - Review
and recommend improvements and enhancements for quality and consistency of Student Services initiatives and the institutional strategic
plan. - Monitors and administers program/project revenues and expenses for assigned programs; develop or participate in the
development of funding proposals and the identification of grants supporting SES divisions for the program. - Works with project
teams including external and internal constituents to build project plans and develop timelines for implementation, including procedural and
operations manuals. - Conducts research on best practices and other pertinent topics to support program development and student
success. - Handles confidential information and assist the Vice President with student academic, financial and/or student conduct
appeal investigations. - Solicits SES department leads for website updates and postings related to enrollment or highlighting SES
programs or initiatives. - Serves as the primary backup in the absence of the Assistant Director to ensure operational
continuity.
15% Communication and Liaison
- Responsible for the creation and information collection for the
SES Annual report. - Responsible for updating and maintaining completion of numerous items for continuity of Operations Planning,
including regular updates of COOP documents. - Coordinates divisional/departmental and schedules, records minutes from such meetings
and prepares material for meetings and other division wide initiatives. - Maintains and updates the division’s Emergency/Evening
Contact List. - Participates in staff activities, committees, meetings, and conferences, and facilitates seminars, and special
projects. - Establishes collaborative relationships with campus and administrative departments and Community stakeholders to advance
and promote SES. - Serves as a liaison support between students, faculty, staff, other departments, on day to-day programmatic,
operational, and administrative issues. - Manages deadlines with all the SES department directors for reports, budgets, unit
assessment, operational plans and strategic plans and other items as needed.
10% – Reporting
- Coordinates
reporting requirements for all SES departments, updates data to maintain departmental records and databases, as appropriate; establishes and
maintains files and records for the office. - Prepares statistical and other reports for program planning and accountability for
tracking data analysis and reporting to develop action plans. - Prepares statistical reports and requisitions for CSM license
agreements as they surface. - Responds to correspondence and other inquiries regarding programs and/or grants; maintain open lines of
communication with community leaders and organizations with regards to SES programs.
20% – Budgeting and Fiscal
Management
- Overseas the budget for SES grants in the Vice President’s office.
- Overseas SES division and Cost Center
Managers in preparing and tracking budgets in cooperation with the Vice President of SES. - Overseas the budget for all departments
within SES. Sends out RFP’s for SES division as directed be the Vice President. - Manage and supports all Director’s credit card
charges within the WORKS system.
Additional Duties:
- Performs other related duties as
assigned.
Qualifications:
- Associate degree required.
- Three years of relative administrative support
experience - Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
Preferred Education and
Experience:
- Bachelor’s degree
- Two years of relative administrative support experience
Licenses,
Certifications, or Additional Requirements:
- This position requires financial disclosure.
Supplemental
Information:
Knowledge, Skills, and Abilities:
- Ability to promote positive work experiences for students
after job placement through follow up activities with students and employers. - 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.
- A good driving record is required as is maintenance of
insurability under the college’s vehicle liability insurance program.
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.
WORK
ENVIRONMENT
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:https://www.csmd.edu/employment/frequently-asked-questions/index.html
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