"Executive Assistant"

Position Summary

Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (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 Americas 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 colleges 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.

Specific Duties and Responsibilities

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 divisions 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 Presidents 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 RFPs for SES division as directed be the Vice President.
• Manage and supports all Directors credit card charges within the WORKS system.

Additional Duties:

• Performs other related duties as assigned.

Minimum Education and Training

• 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.

Minimum Qualifications and Standards Required

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 colleges 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.