"Academic Office Manager (College and Career Transition)"

Job Details

Job Vacancy Announcement

Position Information

Position Title
Academic Office Manager (College and Career Transition)

Position Type
Staff

Department
COLLEGE AND CAREER TRANSITION

FLSA
Non-Exempt

Union/Non Union
Non Union

Full Time or Part Time
Full Time

Grade
9

Salary Range
Hiring Salary Range
$44,090-48,499/Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary
Regular

Job Description Summary

This position is responsible for performing complex, confidential and diversified secretarial duties in support of faculty, staff, students, and the college community. The position also provides administrative and operational support to ensure the effective functioning of departmental offices and student services, including oversight of support staff, office operations, financial processes, technology, reporting, and web content.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• High school diploma, GED, or equivalent required.
• Four years of related experience and/or relevant coursework, certification, or specialized training

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES Staff Support

• Supervises departmental support staff (Federal Work Study ( FWS ) Student Workers within the division, providing leadership to the support team and managing the effective functioning of departmental programs.
• Serve on the search committee for vacant staff positions.

Administrative/Office Management

• Maintains up-to-date knowledge of current policies, procedures, and operational systems to ensure the timely, effective, and efficient functioning of the office.
• Maintains an up-to-date office schedule for all personnel, ensures the schedule is disseminated to the team, and manages the IVR phone system for efficient call routing.
• Screens and addresses student inquiries and concerns directed to the director’s office, including matters such as registration, tuition, and pre- and post-assessments, utilizing appropriate administrative systems and tools.
• Provides support to program coordinators and support staff.
• Supports student assistance and outreach initiatives by connecting eligible students to resources such as SNAP benefits, assisting with applications, and coordinating follow-up.
• Assists with planning, organizing, and executing drives, including food, toy, and other resource distributions, ensuring materials are prepared and delivered efficiently to students in need.
• Assist with compiling data for internal reports, grant reports, and leadership briefings.
• Prepares professional documents, correspondence, and print materials on behalf of the unit, and disseminates information to new and existing partners through email, postal mail, and printed materials.
• Monitors the functioning of office equipment in departmental offices (copiers, printers, etc.) and requests maintenance, supplies, and additional equipment as needed.
• Maintains appropriate confidential and sensitive materials relating to the unit.
• Maintains office filing systems for correspondence, records, and other materials.
• Receives incoming calls and greets faculty, staff, students and other visitors with professional and courtesy. Provides direct assistance or guidance to appropriate resources and general college information.

Financial and Personnel

• Prepare and submit purchase requisitions, blank purchase agreements, payment requests, and reimbursement documentation in accordance with college and grant procedures.
• Prepare reconciliation materials for review and approval by the Director and submit documentation to the appropriate fiscal office by required deadlines.
• Coordinate with the Office of Procurement, Accounting, and Grants Accounting to ensure timely processing of payments.
• Track the status of submitted financial requests and follow up as needed.
• Support vendor onboarding and documentation as required by the college.

Technology & Web Support

• Demonstrates proficiency with a variety of software and technology platforms commonly used in educational and administrative settings, including but not limited to office productivity tools, student information systems, learning management systems, email and calendar applications, and web content management platforms
• Schedule meetings and assist in the preparation and distribution of meeting agendas and materials.
• Assist with updating and maintaining departmental webpages in coordination with program leadership and the College’s web and communications guidelines.
• Ensure program information, contact details, dates, and deadlines are accurate and current.
• Coordinate content updates related to programs, services, and events with appropriate internal offices prior to publication.
• Support accessibility and compliance standards by following college-approved formatting and content requirements.
• Flag outdated or inaccurate web content and recommend updates to program leadership.
• Performs related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to coordinate and manage projects and meet deadlines.
• Proven interpersonal communication (oral and written), and customer service skills
• Demonstrated proficiency in the use of relational databases, spreadsheets (especially Microsoft Excel), web browsers, word processing (especially Microsoft Word), presentation software, financial systems, student systems, human resource information systems
• Demonstrates a high degree of accuracy and strong attention to detail.
• Ability to maintain confidentiality
• Ability to work with a diverse population
• Ability to work independently
• Organizational, analytical, and innovative critical thinking skills
• Mastery of proofreading, grammar, punctuation, and spelling
• Ability and willingness to adapt to technological and business process changes

Job Requirements

PHYSICAL REQUIREMENTS Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

ACCOMMODATIONS To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Prince George’s Community College provides reasonable accommodations when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. Accommodation determinations are made on a case-by-case basis. If reasonable accommodation is needed, please contact the Equity, Culture, and Talent ( ECT ) department

Is Background Check Required?
Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No

Posting Detail Information

Posting Number
PGCC233211/12

Open Date
02/13/2026

Close Date

Open Until Filled
Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

• This position offers a comprehensive benefits package, including paid time off, paid holidays, retirement plans, and health and welfare coverage.