Administrative Coordinator

Title: Administrative Coordinator Department: Student Ach & Success Prog Campus Location: Arnold/Main Campus Salary Range: $25.29-$31.61 per hour Work Mode: This position requires some regular in-person presence on campus or at alternative locations, depending on business needs of the office. Hours Per Week: 40 Position Type: Full-Time Staff, Non-Exempt Position Summary The Administrative Coordinator for the Student Achievement and Success Program (SASP) at Anne Arundel Community College plays a central role in managing the daily administrative operations of a dynamic, equity-driven student support program. Reporting to the Director, the Administrative Coordinator manages the daily functions of SASP, including the “front office” staff and processes. This position ensures the smooth and efficient operation of the SASP office by providing direct administrative support to program leadership and staff; serving as a frontline point of contact for students, faculty, staff, and external partners; and managing systems and platforms to maintain program fluidity. This role requires exceptional organizational skills, the ability to multitask in a fast-paced environment, and a strong commitment to the college’s mission of advancing student success, particularly among underserved and historically marginalized populations. The Administrative Coordinator supervises the front office operations, including triaging student concerns, inquiries, and needs related to program participation and enrollment through graduation. The Administrative Coordinator has primary responsibility for maintaining student distribution to advising staff, calendar management through institutional systems, facilities updates, and budgetary allocation. Job Duties and Responsibilities ADMINISTRATIVE Provide administrative support to the department, including management of the department’s scheduling system utilizing Bookings. Set up both in-person and remote services for advising services using Microsoft Bookings: student-facing, advisor-facing, and the technology behind the scenes to make the system run smoothly. Manage communication with service providers and support all necessary troubleshooting to rectify issues. Provide status updates to leadership and department staff. Maintain digital documentation for display for appointment scheduling. Room reservations: coordinate room reservations for various SASP activities using the Resource 25 system. Primarily responsible for all ordering of office supplies; maintain inventory and distribution. Keep the office files and supplies organized, efficient, and functional, and maintain a professional-looking office. Responsible for developing and implementing front office policies by setting procedures and standards. Develop, format, and maintain a complete department calendar of events for distribution and for posting on the events bulletin board. Research, compile, and track data; create spreadsheets to track student participants, scholarship recipients, and caseloads. Communicate with financial aid regarding scholarship distribution and confirmed students. Keep track of the semesterly budget to assist the Director in proper allocation of funding. In collaboration with the Director, communicate with Financial Aid and prepare spreadsheets of students and funding distribution. Prepare and track Project Service Requests (PSRs) pertaining to office moves, new equipment purchases, employee hires, new temporary and work-study student hires. Compose and submit work order requests for faculty, staff, program manager, assistant director, and director. Coordinate travel arrangements including flight, hotel, and car rental reservations for staff without p-cards. CUSTOMER SERVICE Manage the Lending Library and the distribution of materials through this program. Create the Microsoft Office form, retrieve and respond to student inquiries, coordinate purchases with the bookstore and outside vendors, distribute funds using the internal journal transfer system and necessary paperwork. Distribute additional responsibilities and tasks to the front office team to support Lending Library efforts/ needs. Responsible for managing the View email address on click.appcast.io email inbox and the SASP Front Office team. Maintain access to and effective use of various departmental Microsoft Office Teams inboxes, and manage access. Read and respond to student, faculty, staff, and external email inquiries within 24 business hours of email receipt. Triage critical student issues, delegating to necessary department staff members and the leadership team, and forward email communication where appropriate. Handle routine problems which occur during daily operations; refer more serious problems to the appropriate manager. SUPERVISORY Coordinate and oversee the day-to-day supervision of the front office, inclusive of the hiring, onboarding, supervision, training, planning, coaching, distribution of daily tasks, approval of leave, timesheets, termination, and monitoring completion of tasks for the Office Assistant, temp service staff, BTS mentors, Federal work-study (FWS), Institutional Student Aid Programs (ISAP) students. Monitor funds and eligibility of FWS and ISAP students. Online procedure manual for front office staff. BUDGETING Assist Director with budget management of operating, grant, and restricted funds. Coordinate organization and maintenance of departmental budget accounts, including preparing and processing or overseeing the preparation and processing of requisitions, transferring funds, and assigning proper account information. Maintain budget account records, monitor accounts and report balances. Assist the Director in the preparation of budgets as requested. Prepare and maintain spreadsheets to track budget lines internally. Report out to managers regarding budget status and balances. Monitor budget/spending for staff hourly, Language Line, supplies, awards, subscriptions, contracts, and catering. Complete contracts for outside vendors supporting various events and programs. Utilize the Unimarket system to confirm payment distribution/dissemination with hired vendors. Reconcile P-card and charges using college systems. Monitor spending for department purchases. Misc. Participate in regular team and department meetings, as well as professional development activities as scheduled. Engage in ongoing check-ins and performance discussions with supervisor to support departmental goals. Assist in preparing and providing position/department updates, reports, and documentation as requested by the director, managers, or other department staff. Manage the distribution of the tutoring lab schedule. Coordinate with the Director to gather the list of tutoring hours from designated faculty members. Compile list of times and create a spreadsheet to distribute to SASP student participants (Fall & Spring). Support the onboarding of faculty tutors by preparing contracts and serving as second line for time clock approval. Committee support for the Impact & Excellence Award Committee, which serves as the awards ceremony for the Student Development Department. Serve as one of the SASP department reps, but primarily to support the Dean’s Assistant with various logistics and communication materials. Serve as note taker for the committee meetings. Website management. Coordinate communication for the departmental website. Utilize the institutional systems to manage the various updates to the various webpages. Work with Strategic Communications to maintain access and content updates. Purchase, manage, and maintain the incentive gift card process for student distribution. Required Qualifications High School Diploma/GED Minimum of two years of previous office management experience as a department coordinator, assistant to a higher education department, or similar role in a professional capacity. Preferred Qualifications Associate's degree Five to ten years of relevant experience Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation. While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position. Pay dates occur on the 7th and 22nd of each month. If those dates fall on a weekend, the pay date occurs on the Friday prior to the 7th and 22nd. As an employee of the college, you are eligible for a comprehensive benefits package. In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility. #J-18808-Ljbffr