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Position Summary
The School of Health Sciences Administrative Coordinator (AdmC) is responsible for ensuring the orderly and efficient delivery of support services to the Assistant Dean of Nursing (AD), Program Academic Chairs/Directors, faculty and professional staff as well as day-to-day operations of the ADs office(s). The AdmC provides administrative assistance to the AD through day-to-day management of personnel, equipment, budgets and established policies related to the School of Health Sciences and College. In addition, the AdmC initiates school purchases and professional travel arrangements through requisitions and procurement; maintains the integrity and security of personnel files and monitors the AD's budget. The AdmC has the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and maintains a realistic balance among multiple priorities. The AdmC has the ability to work independently on projects, from conception to completion, and works well under pressure to handle a wide variety of activities and confidential matters with discretion. In addition, the AdmC possesses the ability to provide daily workload over-site for student workers and temporary employees assigned to the School, including assigning tasks, monitoring workloads and ensuring the completion of tasks in a timely manner. Responsibilities also include aiding in the research, development and maintenance of strategic initiatives for student success; tracking and reporting student, course, and school data to assistant AD and academic chairs; communicating to students; maintaining marketing materials; and operating the HLSB Nursing office. In addition, the AdmC is responsible for providing administrative support to the academic chairs and coordinators in the area, including assisting with the coordination and implementation of school policies and procedures and the implementation and evaluation of school instructional programs. This position will also support the other administrative offices within the School of Health Sciences.
Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.
While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position.
Pay dates occur on the 7th and 22nd of each month. If those dates fall on a weekend, the pay date occurs on the Friday prior to the 7th and 22nd. As an employee of the college, you are eligible for a comprehensive benefits package .
In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility.
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Job Duties and Responsibilities
Correspondence: Initiate and compose general administrative correspondence for the AD's signature, providing research and background information for the AD as appropriate. Provide administrative support to the AD by composing, preparing, editing, typing, tracking and storing correspondence electronically and hard copy, reports and other documents. Ensure all correspondence and documents are accurate and adhere to college policies. Support area communication and serve as a resource for the AD, new and continuing faculty, and staff. Maintain e-mail contact lists, part-time faculty files, and contact information. Provide support with hiring paperwork and on-boarding of new part-time faculty
Budget Management: Provides budget assistance to the AD, including but not limited to, initiating and preparing requisitions, budget transfers, purchase orders, expense statements, etc. as needed, using the automated purchasing and fiscal budgeting systems. Track all budget accounts for the AD by researching and resolving problems and initiating reports as needed or requested. Create spreadsheets and reports that fully track all project actions. Alert the AD to anomalies and makes appropriate recommendations for resolution. Tracks and submits all procurement card charges reconcile and submits expense reports.
Liaison for the AD: Function as the liaison for the AD. To include but not limited to, communicating on behalf of the AD and serving as the liaison between the AD and students, faculty, staff and external agencies; providing immediate response to telephone inquiries and act as intermediary when necessary with visitors, announced and unannounced. Represent the AD by assisting school faculty and staff with procedural and policy matters of the college and providing guidance to work through proper channels. Represent the AD at meetings as requested. Maintain records and files and provide follow-up to resolve problems and prepare related correspondence.
Administrative Support: Coordinate and maintain schedules and meetings for the AD. Prepares and distributes meeting agendas as appropriate. Prepare, transcribe and distribute minutes of meetings. Anticipates needs and demonstrates strong problem-solving skills. Maintain appointment, academic and fiscal calendars for the AD. Confirm all meetings with participants. Participate in, schedule, and coordinate arrangements and announcements for AD's direct reports, department committees, and any specific meetings requested by the AD. Monitor deadlines and provide appropriate research and documentation for meetings as needed. Ensure web presence is updated in collaboration with the SHS Instructional Services Department to include hyperlinks, content, faculty biographies, contact information, etc.
Office Operations: Establish processes, procedures and systems to ensure smooth and efficient operation of the AD's office and the HLSB Office Suite. Ensure appropriate telephone and front desk coverage for the office. Maintain an inventory of supplies and equipment. Utilizes critical thinking skills to prevent and resolve operational issues. Receive, sort and distribute mail addressed to the AD, HS faculty and staff and route correspondence to other personnel for handling as appropriate. Review incoming correspondence and track required responses or actions needed. Establish and maintain the AD's confidential files for faculty, staff and student matters, correspondence files and other files as necessary.
Office Operations: Initiate internal paperwork for new permanent employees, process paperwork for adjunct faculty, including but not limited to, ensuring all necessary papers are distributed, initiate and manage adjunct faculty background check process ensuring all information is up to date and processed in a timely manner. Responsible for supporting activities related to special administrative projects assigned by the AD and/or Dean and providing backup office coverage for other SHS administrative support personnel.
Office Operations: Coordinate closely with the AD for any office moves or changes and manage the PSR process. Make recommendations to the AD for equipment and furnishing replacements and procure furniture or office equipment as needed. Arrange for repair and maintenance of office equipment and furniture. Liaison between Facilities, Security, Human Resources and other college services to ensure a smooth transition of employees during times of office moves or changes, hiring or separating from the College. Serve as the full-time faculty time recorder and ensure college leave policies are followed.
Office Operations: Coordinate and schedule meetings, special events or departmental activities including coordinating facilities use, catering, strategic communications, and special needs. Coordinate the arrangements for accreditation site visits; including but not limited to, making travel and hotel arrangements, ordering catering and ensuring the comfort of the visitors. Oversee program mandatory student orientation to include but not limited to handling all logistics (i.e., schedule room, prepare handouts, etc.)
Project Management: Arrange professional development activities which include internal training, webinars and conferences as directed by the AD. Initiate and participate actively in professional development to ensure currency and proficiency of software and hardware, spreadsheet creation, database, calendar and e-mail management and Internet applications (i.e., Unimarket, etc.)
Project Management: Development of presentations, events and meetings, including, but not limited to, developing project scope of works and timelines, creating presentation materials, formatting accreditation annual and self-study reports and MHEC reports. Enter new positions into the college's online hiring system and oversee the logistics for college search committees as directed by the AD.
Customer Service: Demonstrate excellent customer service and the ability to de-escalate situations that require de-escalation. Ensure a professional, friendly image and approach in the office at all times. Respond to visitors, telephone calls and emails. Screen calls to determine nature and purpose. Refer visitors and callers to appropriate offices. Communicate tactfully with faculty and students regarding enrollments, class status, room locations and any problems that arise. Provide AD with background information to aid in responding appropriately.
Other: Carry out the operation of the administrative office to ensure student success: collect and manage faculty syllabi, gather faculty office hours and enter in Colleague, track faculty evaluations and promotion and tenure process. Serve as a resource for the AD, new and continuing faculty, and staff.
Other: Support full-time faculty with promotion and tenure process to include but not limited to preparing documents, equated credits and professional development. Manage distribution of Kaba cards for adjunct faculty, navigate Colleague, manage the adjunct faculty promotion and evaluation process. Understand the College's Academic, Operating and Fiscal calendars. Other duties as assigned and deemed necessary by the AD or the Dean of the School of Health Sciences.
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Required Qualifications:
An Associate of Arts degree is strongly preferred. A high school diploma and two additional years of experience may be substituted for an Associate's degree.
Minimum of six months or more of experience in supporting upper management and/or administration.
Excellent oral, written and interpersonal communication skills, including composition, editing, grammar, punctuation and proofreading skills.
Very strong interpersonal skills and the ability to build relationships. Demonstrated commitment to creating an inclusive environment, the ability to deal tactfully with all internal and external constituents and the ability to work collegiately with a culturally diverse group of students, faculty, staff, and visitors on a daily basis
Advanced knowledge of and proficiency in Microsoft Office (Access, Excel, PowerPoint, Publisher Outlook, Word), Adobe, Snag It, Teams and Zoom.
Highly resourceful team player, who possesses the ability to work independently and critically think.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, demonstrate the highest level of customer/client service and have the ability to handle conflict when necessary.
Budgetary experience required.
We seek to recruit and support a broadly diverse team who contributes to the college's excellence and diversity of viewpoints and experiences, embraces concepts of equity and inclusiveness, and support the equal rights of all people.
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