Executive Assistant, Information Management and Technology
: Job Details :

Position SummaryLocated 45 minutes from the Nation's 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 amongAmerica'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 hiring salary for this position will be from the min to mid-point of the salary range.The individual in this position is responsible for coordinating the activities and supporting operations of the division. Position works in a fast-paced, high-volume environment dealing with a wide range of constituents including sensitive and confidential matters. Provides leadership and operational oversight, conveying an atmosphere of excellence and distinction, in support of the College's mission, vision, and goals. The executive assistant must be able to establish priorities for a wide variety of tasks and assignments. The position involves proofing and editing documents, researching, purchasing supplies and materials, preparing correspondence, typing, filing, and acts as the first point of contact for the division. The incumbent in this position must be detailed oriented, can meet critical deadlines, have excellent customer service skills, and be a team player.Reports to: VP, Information Technology, CIOThe 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.This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.Specific Duties and Responsibilities40% Administrative Support:* Establishes procedures and determines priority of work for smooth office functioning, considering the diverse nature of the division's activities. Screens telephone, mail and walk-in inquiries and answer questions concerning various programs and activities of the division.* Participates in staff activities, committees, meetings, and conferences.* Serves as alternate Cost center manager for the multiple IMT Cost Centers.* Supports in researching, developing, and maintaining IMT policies, SOPs, and documentation.* Manages copier support including but not limited to paper/supply orders, monthly meter reads, management of copier billing codes, and processing monthly copier usage imports and reporting.* Manages office supply inventory and orders offices supplies including printer toner and paper for the offices within IMT.* Coordinates mail and package deliveries for IMT, working with Mail Services and Shipping and Receiving.* Performs other related work as required.30% Meeting Coordination:* Assists with planning, coordinating, and hosting special events.* Coordinates a wide range of internal meetings: direct reports, committees, special initiatives, etc. and prepares meeting materials.20% Communication and Liaison:* Responds to requests for information from the internal and external college community.* Facilitate communication within the division of Information Management and Technology and across other college departments.* Handle inquiries and provide information or redirect as necessary.* Serves as the first point of contact for students, faculty, staff, and visitors seeking information or assistance.10% Travel and Expense Management:* Arrange travel accommodations for IMT staff traveling to conferences and trainings.* Prepare and submit expense reports and ensure compliance with company policies.Minimum Education and TrainingEducation and Experience:* Five years office/administrative support experience.* Education - associate degree required; bachelor's degree preferred.Special Requirements:* This position requires financial disclosure.Minimum Qualifications and Standards RequiredKnowledge, Skills, and Abilities:* Computer skills - current Windows Office Suite including Word, Excel, and PowerPoint. Experience with Ellucian Colleague and/or Power BI preferred.* Able to work independently.* Able to adapt to a fast-paced environment.* Demonstrated skills with budget management, accounting, and contract management.* Demonstrated verbal and written communication skills.* Demonstrated skills in customer service and working with people including individuals from diverse backgrounds.PHYSICAL DEMANDSThe work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.WORK ENVIRONMENTWork is performed in a relatively safe, and secure work environment.