Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute 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 hiring salary for this position will be from the min to mid-point of the salary range.

The individual in this position provides both administrative and program support to the program coordinators. It requires strong administrative, computer, and people skills, and collaborative communication with continuing education staff and the Continuing Education and Workforce Development (CEWD) Operations department to deliver high quality continuing education courses.

Reports to: Healthcare Program Manager

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. 

Essential Functions:

• Assists program coordinators in preparing annual budget. Obtains needed financial information for upcoming programs, researches historical data, and projects needs to ensure budget completely and accurately reflect department’s needs.  Enters and proofs data and submits for approval.  Complexity of task is heightened by need to project number of section and courses needed based on enrollment trends and available instructors.
• Prepares requisitions to encumber funds and pay vendors.  
• Reconciles monthly expenditures to ensure accounting transactions are accurately recorded in Colleague.  Coordinates corrective actions with accounting personnel.
• Designs and generates needed reports and other products to improve department efficiency related to program supply inventories and classroom material needs.
• Assists program coordinators with course schedule development. Analyzes previous semester schedule and makes recommendations to coordinators. 
• Proofs numerous documents and reports including the official course schedule in Colleague, the official printed schedule of courses, the college catalog, and grade/attendance sheets for all class sections.
• Orders supplies for courses.
• Assists coordinator/manager to manage and monitor enrollment in courses and implements procedures to address low or zero enrollments.
• Assists with and implements goals and objectives relative to both new and repeat customer business. 
• Actively participates on task forces, committees, and councils. 
• Works collaboratively with instructional faculty and support programs to facilitate and enhance student enrollments and repeat business for assigned areas. 
• Manages department administrative and logistical functions.  Directs tasks and assignments to ensure department properly implements college policies and procedures.  Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
• Acts as focal point and advises program coordinator on all timelines for tasks, and projects.  Coordinates with department and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.
• Maintains list of instructor contact information in department database
• Maintains office files including instructor files, budget, textbook adoption, college forms, etc.
• Maintains all office supplies and orders instruction materials
• Manages incoming and outgoing mail.
• Directs completion of class-related functions.   Implements and adjusts department procedures to ensure most effective and efficient methods of used.  Completes required tasks or advises department on needed actions.
• Advises new part-time faculty of department policies and procedures.  Maintains copies of master syllabi.
• Coordinates textbook orders and resolves problems.   Orders review copies for possible adoption.  Prepares print shop material for college bookstore.  Order adopted books and ancillaries for all instructors.
• Prepares and distributes class roster, and resolves discrepancies.
• Prepares and distributes instructor and course evaluations.  Forwards evaluations to PIER. Reviews monthly online course evaluations.
• Manages numerous department personnel processes and programs.  Works with program coordinators on instructor assignment and promptly identifies instructor shortfalls to coordinator.  Ensures department personnel adhere to college policies.  Responsible for transitioning new employees by initiating needed documents, coordinating with various college offices, arranging office space and other logistics-related items, and advising them on a variety of college requirements and policies.  
• Verifies semester schedule with instructors and program coordinator.
• Maintains time sheets for student assistants if applicable
• Tracts instructor evaluations.
• Manages office and serves as department focal point for contact with students, instructors, other departments, vendors, and public.  Provides callers/visitors with accurate data in response to their requests or directs calls to appropriate person.  Initiates action to obtain needed data and provide advice to callers/visitors.  
•  Maintain an inventory of all equipment and supplies in the Healthcare programs on all three campus locations.
• Anticipate supply and material replacement needs and communicate with Healthcare Coordinator/Manager in a reasonable time frame.
• Coordinate cleaning, maintenance, and repair of all Healthcare program equipment with the Program Coordinator/Manager.
• Coordinate storage of supplies, equipment, and materials used in the Healthcare programs.
• Coordinate laundering of linens with the Healthcare Coordinator/Manager.
• Coordinate safety and disposal of sharps and biohazardous materials with the Healthcare Coordinator/manager.

• Performs other related work as required.
   

• Associate of Arts degree and/ or 3-5 years of office experience and health training equipment/supplies management.

Knowledge, Skills and Abilities:

• Required knowledge, skills and abilities: accounting and budgeting, 
• Proficiency in Microsoft Office Suite programs, internet, email, and scheduling tools.
• Accuracy and attention to detail are required.
• Excellent communication, interpersonal, and organizational skills.
• Must be able to work independently.
• Knowledgeable in healthcare equipment and supplies.