Administrative Associate - Continuing Education and Workforce Development

Allegany College of Maryland is a high quality, low cost educational community college.
Our attractive main campus is nestled on 317 beautiful, scenic acres in the mountains of Allegany County - Cumberland, Maryland.
A downtown center extends our reach into the heart of the community’s business and tourism sector.
ACM students reflect the diversity of backgrounds and lifestyles of the regional population.
Enrolling over 3,000 credit students and logging more than 14,000 continuing education registrations per year, our small, attentive college atmosphere with a 14:1 credit student to instructor ratio, engages students of all ages and backgrounds in rich, challenging learning opportunities at all of our campuses.
Allegany College of Maryland offers a variety of employment opportunities.
We seek professionals who will contribute to student success and transformation, connect with our community and make learners the center of everything we do.
Basic Statement of Responsibilities The Administrative Assistant works under the direct supervision of the Dean of Continuing Education & Workforce Development and is responsible for the day-to-day management of the office including Maryland Community Health Resources Commission (CHRC) grant duties.
The Administrative Assistant is responsible for the coordinating and maintaining effective office procedures and efficient work flow; implements policies and procedures set by the Dean, establishes and maintains harmonious working relationships with the Dean, Directors, Coordinators, Program Managers, Associate Support Staff, customers, and the college community.
The position will serve as an Administrative Associate for the Maryland Community Health Resources Commission (CRHC) Grant for ACPS students and will play a pivotal role in supporting the implementation and coordination of various activities related to the grant program.
This position will also function as member of the Continuing Education & Workforce Development Management Council.
Essential Functions Administrative Associate Duties: Performs administrative, secretarial and other duties or special projects as assigned by the Dean of Continuing Education and the CHRC grant Program Manager.
Maintains filing and records management systems for CE instructors/independent contractors; liaison between Continuing Education & Workforce Development & Human Resources.
Maintain Dean’s calendar, schedule appointments and CE staff meetings; Handle telephone calls to the Dean’s office.
Assists Operations Manager with budget preparation and monitoring; Handle confidential materials and information relating to CE budget, personnel and salaries.
Submit to Account Payable CE vouchers and purchase orders including supporting documentation and signatures.
Process includes expenditures for all CE program areas, services and supplies required by the facilities area and grant expenses.
Sorts and reads incoming mail and documents; attaches appropriate file to necessary action; determines routing, signatures required, and maintains follow-up.
Purchases supplies for the Continuing Education Department.
Schedules transportation accommodations.
Assists Operations Manager with the design, development, and delivery of the CE catalogue.
Coordinates the CE Home Page with the College’s Webmaster and assist with website updates and maintenance.
Assists Operations Manager with the CE Year-End Report and special projects through Desktop Publishing.
Maintains CE copiers and coordinates the maintenance agreement.
Reviews for accuracy and maintains filing and records management for CE instructors/independent contractors submitted by area coordinators and directors; liaison between CEWD & Human Resources.
Responsible for the distribution of the Golden Age Card to community seniors.
Liaison between the Center for Continuing Education and the Finance Office concerning CE expenditure accounts.
Provides customer services to visitors and assist them as necessary.
Responds to all e-mail messages from customers.
Use Deceased report to exclude students from the college directory.
Responsible for invoicing use of CE facilities and theatre by outside organizations, including space usage, catering and technical support.
Serves as the main point of contact for DelFest, Allegany County Board of Elections and Allegany County DSS for Homeless Resource Day Community Resource Day.
Coordinates and overseas advertising for CEWD.
Other duties and special projects as assigned by the Dean of Continuing Education & Workforce Development and CHRC grant Program Manager and Coordinator.
Other Duties: Coordinates and schedules meetings for continuing education professional staff upon request.
Keeps up-to-date with new technology and software programs.
Serves on College committees as appropriate.
Education, Experience, and Specialized Skills Associate Degree, with at least 1 year of experience working in an office environment, or customer service role OR minimum five years’ experience in an administrative associate role working in an?office environment, customer service role, or related field.
Knowledge, Skills, and Abilities Knowledge and understanding of general office procedures, personal computer operating systems (Windows), applications (MS Outlook, MS Word, MS Access, MS Excel and Publisher) and college software (Colleague), office machines, filing, written, organizational skills, time management, and oral communication skills, business etiquette, marketing skills, and human relations skills.
Budgeting and math skills such as addition, subtraction, and calculating percentages.
Ability to work effectively in a team environment.
Must be able to multi-task and take on projects as needed.
Allegany College of Maryland does not discriminate on the basis of age, ancestry/national origin, color, disability, gender identity/expression, marital status, race, religion, sex, or sexual orientation in matters affecting employment or in providing access to programs and activities.