Program Assistant II

Position Summary

Located 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.

Under the moderate supervision of the Department Director or designee, the Program Assistant II serves as office manager providing confidential administrative, data entry, and financial management support. The incumbent ensures a high level of discretion, diplomacy, and judgement in responding to internal and external inquiries and is a point of contact for departmental programs offering employment assistance, academic enrichment and/or other services. This position requires previous experience and specific skills acquired through prior office experience. The incumbent performs work with limited latitude for the use of initiative and independent judgement.

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 Responsibilities

• Maintains and reconciles financial accounts and generates monthly financial reports.

• Review and process expenses each month to ensure the proper allocation of costs and payments.

• Establishes and maintains program records and files, reviews documents for completeness and accuracy.

• Schedule and facilitate virtual meetings using Microsoft TEAMS, Zoom, Google Meets, etc.

• Design marketing and create content utilizing; social media (Facebook, LinkedIn, etc.), online newsletter software (Constant Contact), graphic design software (flyers, presentations, etc.)

• Manages training schedules ensuring adequate classrooms, provides notification of scheduling changes and/or course cancellations.

• Assists in scheduling meetings, workshops, events, and conferences.

• Assists staff by providing information related to program policies and procedures.

• Ensures reports and dataareaccessible, in a timely manner, to staff and other stakeholders.

• Assists with the development of various data reports for internal and external purposes.

• Develops data analysis reports utilizing various graphic/visual display modalities.

• Promotes clear procedure for collecting documentation and reporting data.

• Assists in identifying the program's professional development needs and coordinates activities to address those needs.

• Order and maintain inventory of program supplies, materials, and equipment.

• Processes outgoing letters, documents, and forms

• Receives, sorts, and distributes mail.

• Attends meetings; may participate on committees and task forces.

• Assists with publicity and other measures designed to inform and encourage participation of target groups; helps prepare and distribute various informational materials regarding program services.

Additional Duties:

• Performs other related work as required.

Minimum Education and Training

• High school graduate, Associate degree preferred.

• Two (2) years with recent experience in a career in Bookkeeping, fund accounting, grant management or budget management

• Experience using integrated Accounting data systems and databases.

• Highly proficient in Microsoft Office Suite, with expert knowledge of Power Point and Excel

• Experience with virtual meeting technology to include Microsoft TEAMS, Zoom, Google Meets, etc.

• Experience with marketing to include - social media (Facebook and LinkedIn), online newsletter software (Constant Contact), graphic design software (flyers, presentations, etc.)

Minimum Qualifications and Standards Required

• Bookkeeping, fund accounting, grant management, budget management.

• Use of software such as Microsoft Office Suite, the Internet, and electronic mail and scheduling tools.

• Must be able to work independently.

• Strong interpersonal communication skills

• Strong oral and written communication skills

• Must be able to maintain confidentiality.

• Must be able to establish priorities for a wide range of tasks and assignments.

• Strong organizational skills.

PHYSICAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.