CES Administrative Assistant

Job Description

Job Description

Washington College in Chestertown, MD, is seeking an enthusiastic and collaborative Center Administrative Assistant. We are searching for an individual with the ability to understand the moving parts of the Center and anticipate needs as they arise. The Center Administrative Assistant oversees the maintenance and upkeep of Semans-Griswold Hall, provides support for various CES programs, and assists with the execution of student and community-facing events. The Administrative Assistant works with both internal CES staff, other individuals at the college, and student interns. This position will coordinate the use and maintenance of CES vehicles and vessels, as well as ensure that the building is welcoming for all guests.

Essential Functions:

• Greet visitors and manage front desk operations including responding to calls on the Center’s main phone number, managing the Center email address and master calendar.
• Oversee the maintenance and upkeep of Semans Griswold Hall, including building equipment and maintaining office supplies. If necessary, report issues to appropriate college offices.
• Maintain operations and use of vessels and CES vehicles, including reservations, mechanical upkeep, and motorpool reservations.

• Basic financial tasks such as purchasing, invoicing and credit card reconciliation.
• Receive and distribute incoming mail; handle outgoing mail.
• Schedule use of rooms within SG-Hall, including scheduling with internal departments and external community partners.
• Support the Director of CES in administrative functions primarily focusing on general scheduling and organizing CES Advisory Board Meetings.
• Record and archive minutes for CES Staff Meetings.
• Coordinate production of quarterly reports with Senior Director of Administration and Education.
• Assist in travel arrangements for Executive and Senior Director.
• Assist in posting new positions, coordinating job searches and support on-boarding upon the hiring of staff.
• Support events hosted through the Center. Duties may include ordering catering, grocery shopping, and distribution of event notifications.
• In conjunction with the Senior Director of Administration and Education, coordinate with Admissions and other College units for tours and recruitment events.
• Organize tabling events on campus and participate in those events.
• Assist with the CES internship program by scheduling interviews, hiring, tracking and approving hours for all students in coordination with the Associate Director of Community and Civic Engagement. Manage SG Hall Ambassador interns.
• Assist with the coordination of various experiential learning activities including Chesapeake Semester, Fellows Events, high school programming, K-12 classroom kits, etc.
• Perform other duties as assigned.

Qualifications :

• B.A./B.S. is preferred. Hospitality and administrative experience preferred.
• Ability to maintain a welcoming, positive attitude and high energy.
• Ability to work independently and as part of a team.
• Ability to work well with diverse people and communities; must be tactful, patient, empathetic, mature, and flexible.
• Excellent written and oral communication skills.
• Exceptional organizational and planning skills. Ability to solve problems and assist when needed. Good judgement and facilitating work processes.
• Ability to work within time constraints and a limited budget
• Computer literacy: knowledge of Microsoft Office applications (Excel and Word); knowledge of administrative software; experience with Canva preferred but not required.

• Some evening and weekend hours will be required.
• Work may occasionally be outside in uncomfortable conditions or include physical tasks such as moving tables/chairs and lifting heavy objects.

Salary : $40,000 - $43,000

Please submit your resume with a cover letter and three references.