Academic Office Manager

Responsible for performing complex, confidential and diversified secretarial duties in support of faculty, staff, students and the college community.

Minimum Qualifications

EDUCATIONANDEXPERIENCE

• High school diploma, GED, or equivalent required.
• Five years of related experience or required course work/certification and/or specialized skills/training.
• At least one year of college preferred.

Criteria

CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL****DUTIES

• Performs administrative and secretarial duties with minimal supervision for the Humanities, English and Social Sciences Division.
• Provides support as necessary in the absence of the Executive Associate to the Dean of Humanities, English, and Social Sciences.
• Assists the Executive Associate to the Dean of the Humanities, English, and Social Sciences Division with faculty contract creation and processing, preparation of departmental faculty appointment sheets for the Dean’s or designee’s approval and signature, and timekeeping as needed.
• Assists Associate Dean with special divisional reports.
• Attendsdivision office staff meetings.
• Assists with interviewing applicants for vacant support staff positions within the Humanities, English, and Social Science Division. Places calls for reference checks as needed.
• Coordinates and maintains budget processes, i.e.: purchase requests, blanket purchase agreements, and current balances, for the Humanities, English, and Social Sciences Division.
• Coordinates division activities and events
• Meetswith potential or current students to provide information about division programs, policies, procedures, and requirements.
• Schedulesand maintains meetings and appointments for the dean, associate dean, and assistant deans as needed.
• Resolves**/**screens student issues directed to the dean’s office (e.g., 4th attempts, grade discrepancies/ appeals, registration via colleague).
• Maintainsknowledge of current policies, procedures and systems to ensure timely, effective and efficient operation within the division office.
• Prepares divisional, departmental and programmatic reports, including monthly reports, activity and enrollment statistics and staffing reports.
• Establishesand maintains a variety of correspondence, administrative and student files.
• Maintains confidentiality and processes reports, correspondence, and requests for information from internal and external customers.
• Maintains office filing systems for correspondence, records, and other materials.
• Answers**,** screens, and records/forwards accurate messages, and provides general information via telephone.
• Handles telephone inquiries from students and staff and follows- up in a timely manner.
• Processesincoming and outgoing mail for the Humanities, English, and Social Sciences Division.
• Takesand transcribes minutes from Humanities, English, and Social Sciences Division meetings.
• Maintains office supplies and office equipment, troubleshoots office equipment problems, notifies appropriate service personnel regarding repairs or replacements: researches information on new equipment purchases.
• Maintains and updates all Humanities, English, and Social Sciences Division website information and social media platforms.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLSANDABILITIES

• Demonstrated ability to coordinate and manage projects and meet deadlines;
• Proven interpersonal, communication (oral and written), and customer service skills;
• Demonstrated ability to use of relational databases, spreadsheets, web browsers, word processing, presentation software, financial systems, student systems, human resource information systems;
• Ability to achieve a high degree of accuracy with great attention to detail;
• Ability to maintain confidentiality;
• Ability to work with a diverse population;
• Ability to work independently and to make decisions on own;
• Organizational, analytical, and innovative critical thinking skills;
• Mastery of proofreading, grammar, punctuation, and spelling;
• Ability and willingness to adapt to technological and business process changes.
• Knowledge of website portal maintenance and social media platforms.

Job Requirements

PHYSICAL****REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER****REQUIREMENTS

• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

ACCOMMODATIONS

To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Prince George’s Community College provides reasonable accommodations when requested by a qualified applicant or employee with a disability, unless such accommodation would cause undue hardship. Accommodation determinations are made on a case-by-case basis. If reasonable accommodation is needed, please contact the Equity, Culture, and Talent (ECT) department.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No