College of Southern Maryland Hiring for Executive Assistant to the President at La Plata, MD Full Time

Position SummaryLocated 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’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 Executive Assistant to the President provides professional administrative support, handling sensitive matters with discretion and confidentiality. This role is responsible for the day-to-day operations of the Office of the President including, but not limited to, maintaining the President’s communications, travel and calendar, coordination of key meetings and events, accurate and timely budget tracking, developing and proofing of presentations and reports, and recording meeting minutes. The Executive Assistant to the President also greets visitors, answers phone calls, performs computer work, and provides other office support, ensuring key operational and administrative functions are carried out successfully.

The 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 ResponsibilitiesEssential Functions:

Promotes a positive and inclusive work environment that fosters a commitment to service excellence. Responsible for setting the tone of professionalism, standards of performance, and cooperation among faculty and staff to ensure cooperative relationships between the President’s office and other entities across campus.

Assist the President in achieving the college’s mission, vision, and goals: The Executive Assistant will build positive relationships with CSM employees, students, alumni, donors, and external partners to this end.

Demonstrates the ability to establish and maintain cooperative relationships with those contacted in the course of work and responds to sensitive matters and situations with discretion, tact, and confidentiality.

Coordinates and facilitates the efficient utilization of the President’s time by managing the President’s complex calendar of appointments, meetings, civic engagements, and College and community functions through the appropriate software program. This entails substantial knowledge of the President’s preferences and requires determining, in consultation with the President, which inquiries should be addressed by the President and which should be deferred to someone else, evaluating the time needed to complete appointments or tasks, anticipating time commitments for future projects requiring the President’s review and work time, and understanding the sensitivity associated with commitments to the President’s time. Monitors College, county, and state meetings and events that may require the President’s attendance.

Organizes successful meetings hosted by the President including President Cabinet meetings. Coordinates call for agenda items, creation of agenda, recording of minutes, follow-up, record maintenance, gathering and distributing of materials, maintaining a list of, and following up on, action items, and ensuring appropriate rooms and technology are reserved for use.

Assists with the development and management of the budgets and expenditures for accounts controlled by the Office of the President and President.

Gathers information and drafts communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations for the President as requested and appropriate. Manages assigned email address(es). Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy with the highest attention to detail.

Coordinates the flow of incoming and outgoing communications determining the next steps, and the appropriate person to respond. Reviews correspondence prepared by other offices for the President’s signature.

Monitors the progress of a wide range of programs, initiatives, and activities for the President. Assesses progress on goals and priorities, follows up, and takes appropriate action to support desired outcomes.

Manages travel arrangements of the President and Board members as requested. Responsible for travel expense reimbursements as delegated by the President following appropriate College policies and ensuring efficient workflow.

Develops and implements processes for timely, responsive, and effective follow-up within the office, across campus and with external constituencies. May field concerns brought to the President’s Office. This may include working with the supervisor and campus departments to research a wide variety of issues and situations to successfully resolve. Will answer questions or refer callers to others based on College policy and procedure.

Contributes to a working environment that is team-oriented, anticipatory, and supportive, and encourages constructive feedback on performance.

Maintains high-profile decorum in the office in speech, demeanor, manners, and professional attire.
Provides administrative support as needed to all members in the Office of the President and to the operations of the Board of Trustees, as needed.

Contributes to the overall success of the College by performing additional essential job-related duties and responsibilities as assigned or as appropriate.

Manages the President’s Office and provides administrative support for the President. Maintains standards of confidentiality in accordance with the College, FERPA, student records, and other protected documentation; Collects data, analyzes, and prepares reports; Assists with budgeting, purchasing, account reconciliation; Develops presentations and correspondence for internal and external audiences; Maintains the President’s calendar and communications, and represents the College at meetings and events.

Engage in college and community service: Serve and lead College committees and collaborate with education institutions, community, civic, and professional organizations; Support continuous improvement, recruitment, enrollment, and retention strategies to advance student success; Support continuous improvement and maintain positive relationships with employees to advance the College’s mission.

Additional Duties:

Performs other related work as required. Minimum Education and TrainingA Bachelor’s degree

Five or more years of relevant and progressively responsible administrative and project management work experience in a college or university, or a similarly complex public or private organization.

Demonstrated ability to perform complex tasks, prioritize, and organize multiple projects with superior time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.

Demonstrated effective interpersonal and communication skills, with a precise command of grammar, punctuation, spelling, and the correct usage of the English language.

Demonstrated ability to effectively research, compile, and synthesize information and draft suggested correspondence and presentations.

Proven ability to interact and work effectively with a wide and diverse range of individuals and stakeholders at all levels of the University and across the community.

Proven ability to maintain confidentiality and demonstrate professionalism.

Demonstrated proficiency in typical office technology and software programs, including presentation development. (e.g. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, etc…)

PREFERRED QUALIFICATIONS
A Master’s degree
Familiarity with Ellucian preferred
Experience supporting an executive-level office Minimum Qualifications and Standards RequiredKnowledge, Skills and Abilities:

Computer skills – Current Windows Operating System, Microsoft Office including Word, Excel, PowerPoint, Access, (all required); Colleague (preferred)
Able to work independently
Able to adapt to fast-paced environment
Demonstrated skill with budget preparation and accounting
Demonstrated skill with verbal and written communication
Demonstrated skill in customer service and working with people including individuals from diverse backgrounds.

Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.