Hagerstown Community College Hiring for Administrative Office Associate I – Title III Program at Hagerstown, MD Full Time

SUMMARY STATEMENT

The federally funded Title III Program helps eligible institutions of higher education to become self-sufficient and expand their capacity to serve low-income students by providing funds to improve and strengthen the academic quality, institutional management, and fiscal stability of institutions. This five-year, grant funded program is comprehensive and transformative. The Hagerstown Community College’s Title III Program: Guided Pathways Approach to Student Success (GPASS) is focused on improving two overarching areas: Student Engagement and Retention, and Instructional Design and Quality Matters.

The Administrative Office Associate provides administrative and clerical support to the Title III Director and secondarily to the GPASS project team, including the Dean of Instruction. One of the primary responsibilities will be to assist the Title III Director in tracking project costs, ensuring that the project budget is maintained in accordance with federal regulations and HCC’s grant administration guidelines. The Title III Administrative Office Associate maintains meeting minutes and program notes.

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate I – Title III Program reports to the Title III Project Director.

B. The Administrative Office Associate I – Title III Program aids the Title III Project Director, the Dean of Instruction, and multiple Title III staff in meeting grant objectives.

C. The Administrative Office Associate I – Title III Program coordinates closely with other Title III GPASS project staff, the Grants Accountant, instructional support personnel, and other division Administrative Office Associates.

ESSENTIAL DUTIES

A. Provides advanced administrative assistance to the Title III Project Director, the Dean of Instruction, and Title III staff.

B. Assists with compiling and maintaining program budget;

C. Responsible for daily administrative functions related to HCC’s GPASS project operation;

D. Implements office procedures for effective control and maintenance of records;

E. Manages files in accordance with State, Federal and College guidelines;

F. Manages project calendar and scheduling;

G. Prepares grant documents and reports;

H. Prepares meeting agendas and minutes for distribution;

I. Assists with budget preparation, equipment procurement and inventory;

J. Answers phones, correspondence, and provides excellent customer service;

K. Other duties as assigned, in compliance with the Title III grant.

EDUCATION AND EXPERIENCE

Bachelor’s degree and one-year work experience preferred; Associate’s degree and three years of related- work experience required. Knowledge of administrative and clerical procedures and principles and practices of office management. Experience assisting with tracking data and grant budgets preferred.

SKILLS AND ABILITIES

Excellent interpersonal and verbal skills; ability to organize and prioritize work assignments and attention to detail. Proficiency in computer applications such as Word, and Excel, as well as e-mail and ability to use an integrated computerized system (Ellucian Colleague preferred).

WORKING ENVIRONMENT

The ability to maintain focus on work and responsibilities in an environment that has numerous interruptions is required. Some evening and weekend duties required.