"Program Assistant II"

Job Description

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.

Under the moderate supervision of the Department Director or designee, the Program Assistant II serves as the office manager and primary financial support resource for the Southern Region. The position provides confidential fiscal management, data entry, reporting, and administrative support. Approximately 75% of responsibilities involve financial and fiscal reporting functions, 20% include marketing and outreach support for training and events, and 5% involve general administrative duties. The incumbent ensures a high level of discretion, diplomacy, and judgment in responding to internal and external inquiries and serves as a point of contact for departmental programs. This role requires prior experience in financial reporting, bookkeeping, and office operations, along with excellent organizational and communication skills. The incumbent performs work with limited latitude for the use of initiative and independent judgment.

Reports to: MDSBDC, Southern Region Director

Specific Duties and Responsibilities

: Financial & Fiscal Management (75%)

• Maintains and reconciles financial accounts; prepares monthly reports and budget summaries for the Director.
• Reviews, processes, and allocates expenses to ensure accuracy and compliance with fund and grant accounting requirements.
• Prepares documentation for audits, funding reports, and strategic planning.
• Establishes clear recordkeeping procedures for financial data and reporting.
• Supports grant compliance by ensuring timely and accurate financial submissions.

Marketing & Outreach (20%)

• Designs and produces marketing materials, including flyers, presentations, and newsletters.
• Manages SBDC social media presence (Facebook, LinkedIn, etc.) and supports outreach campaigns.
• Coordinates training events, workshops, and community engagement efforts, ensuring adequate facilities and logistics.
• Provides notification of scheduling changes and/or cancellations for outreach events and courses.
• Assists with publicity to encourage participation of target groups.

Administrative Coordination (5%)

• Schedules meetings and facilitates virtual sessions using Microsoft Teams, Zoom, and Google Meet.
• Manages office communications, including email correspondence and information requests.
• Orders and maintains inventory of supplies and equipment.
• Processes outgoing letters, documents, and forms; receives and distributes mail.
• Assists staff with program policies, documentation collection, and report accessibility.

Additional Duties

• Performs other related work as required.

Minimum Education and Training

: Internal Candidate:

• High school graduate, Associate degree preferred.
• Two (2) years with recent experience in a career in Bookkeeping, fund accounting, grant management or budget management
• Experience using integrated Accounting data systems and databases.
• Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel
• Experience with virtual meeting technology to include Microsoft TEAMS, Zoom, Google Meets, etc.
• Experience with marketing to include – social media (Facebook and LinkedIn), online newsletter software (Constant Contact), graphic design software (flyers, presentations, etc.)

External:

• High school graduate, Associate degree preferred.
• Two (2) years with recent experience in a career in Bookkeeping, fund accounting, grant management or budget management
• Experience using integrated Accounting data systems and databases.
• Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel
• Experience with virtual meeting technology to include Microsoft TEAMS, Zoom, Google Meets, etc.
• Experience with marketing to include – social media (Facebook and LinkedIn), online newsletter software (Constant Contact), graphic design software (flyers, presentations, etc.)

Minimum Qualifications and Standards Required

: Knowledge, Skills, and Abilities:

• Bookkeeping, fund accounting, grant management, budget management.
• Use of software such as Microsoft Office Suite, the Internet, and electronic mail and scheduling tools.
• Must be able to work independently.
• Strong interpersonal communication skills
• Strong oral and written communication skills
• Must be able to maintain confidentiality.
• Must be able to establish priorities for a wide range of tasks and assignments.
• Strong organizational skills.

PHYSICAL DEMANDS: The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

WORK ENVIRONMENT: Work is performed in a relatively safe, and secure work environment. Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The College of Southern Maryland celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive.