Seasonal Administrative Support Positions

Provides administrative and operational support for the designated academic area.
This position coordinates scheduling, budget processing, contract routing, and administrative functions to ensure effective day-to-day operations. The incumbent serves as a central point of contact for faculty, students, staff, and external partners, and supports the work of the Dean and Department Chairs through organization, communication, and data tracking. Work is subject to cyclical peaks aligned with academic scheduling, hiring periods, and fiscal deadlines, requiring prioritization of competing tasks.
30% Administrative & Logistical Management

• Coordinates and supports academic, financial, logistical, and administrative functions of the academic area.
• Serves as the central point of contact and communicates timelines to the Dean and Department Chair(s) of all timelines for tasks and projects.
• Coordinates the academic scheduling process, including data entry, updates, and communication with relevant departments, under the direction of the Dean and Department Chair(s).
• Maintains all instructional and office supplies, and orders instructional materials for all campuses, including printer and other office equipment.
• Coordinates with the College Store Textbook Manager for textbook adoptions. Orders adopted books and ancillaries for all faculty.
• Tracks required and supplemental instructional materials for all courses.
• Coordinates with departments and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.
• Maintains academic area digital and hard copy files in accordance with records retention guidelines, including, but not limited to personnel files and contracts, financial records, grants, and vendor contracts.
• Assists with coordination of academic area's meetings.
• Assists with academic area Operations/Facility/ITS Division work orders with a working knowledge of Ad Astra scheduling software.
• Assists with creation of presentations and documents in accordance with the organization's style and format guidelines.
• 30% Budget & Contract Management
• Manages designated cost centers including academic operational budgets and grants.
• Processes budget-related transactions, including expenditures, reimbursements, and transfers, and tracks activity for review by the Dean or designee.
• Assists in maintaining tracking spreadsheets to support budget monitoring.
• Assists with preparation, coordination, and routing of contracts for the academic area. Adjunct instructors, as well as permanent faculty overload contracts in compliance with the faculty handbook using a high level of detail in determining pay amounts per course credit.
• Accounts Payable: Vendor contracts, which include Academic Program Reviews, Performance, Gallery, Maintenance, Catering, Technology, and Service contracts which may require collaboration with other departments.
• 15% Data & Reporting
• Designs search queries, generates, and analyzes needed reports, and other products, including utilizing Colleague and CROA, for the Dean/Department Chair(s)/Coordinators to improve the academic area's efficiency, as well as in preparation for academic scheduling, lean enrollment, waitlists, faculty load, coordinator responsibilities, course cancelations, program and course studies, etc.
• Serves as the academic area's Hiring Coordinator, supporting onboarding processes for adjunct and temporary employees.
• Serves as first point of contact, assisting in resolving routine issues and routing more complex matters to appropriate leadership.
• Serves on committees designed to improve effectiveness of college, policies, procedures, and practices, as requested.
• Reviews existing policies and recommends process improvements to improve efficiency and effectiveness.
• Serves as a resource to faculty and laboratory staff on college process navigation and department document organization.
• Works closely with the Laboratory director and Department Chair on all aspects of laboratory needs including but not limited to supplies, equipment, safety, maintenance, furniture, etc.
• Minimum Education and Training

Associate degree or Administrative Assistant Certification minimum
Three (3) years previous office experience
Preferred Education and Experience:

Associate degree preferably in Business Administration or other related field
Three (3) years of previous office experience, preferably 5 years experience in an executive office setting
Strong proficiency in Microsoft Office Suite, especially Excel.
Ability to perform basic accounting and reconciliation tasks and the ability to function independently.
Knowledge of supplies, equipment, and/or services ordering and inventory control.
Ability to communicate effectively, both orally and in writing, with excellent customer service skills both in person and by phone.
Word processing and/or data entry skills.
Skill in the use of operating basic office equipment.
Ability to create, compose, and edit written materials.
The College of Southern Maryland is an Equal Opportunity Employer.
The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. Conflict of Interest policy
No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office, to the college all other full-time employment or its equivalent in independent consulting.