Administrative Coordinator for Student Services

2 weeks ago

North East, Maryland, United States Cecil College Full time
Position OverviewAbout Cecil College:

Established in 1968, Cecil College has been dedicated to fulfilling the educational needs of the community for over five decades. Governed by a Board of Trustees appointed by the governor, the College is led by its fifth president, Dr. Mary Way Bolt, who reports directly to the Board.

Located in Maryland's northeastern region, Cecil College is conveniently accessible from major cities such as Philadelphia and Baltimore, as well as Wilmington, Delaware.

With a diverse student body, the College serves approximately 2,500 credit students and 3,400 non-credit students, offering a range of associate degrees, certificate programs, and non-credit courses. Cecil College is committed to providing educational opportunities for all individuals, regardless of their background.

All employees, including those teaching online courses, must reside in Maryland or neighboring states. Applicants must be authorized to work in the US, as the College does not provide Visa sponsorship.

Role Summary:

The Executive Assistant will provide essential administrative and project support to the Vice President of Student Services and Enrollment Management. This role involves continuous monitoring of division budgets and delivering weekly updates to the Vice President. Key responsibilities include maintaining filing systems, acting as a liaison with various stakeholders, preparing correspondence, and compiling materials for reports and presentations. The Executive Assistant will also manage confidential files related to personnel and student issues.

Key Responsibilities:
  • Oversee budget data for the division, including various departments such as Admissions, Advising, and Financial Aid, and initiate budget transfers as necessary.
  • Manage budget lines for part-time personnel hiring, maintaining confidentiality and ensuring timely contract completion.
  • Compile reports to assist in the preparation of the annual budget request, aligning with the College's strategic goals.
  • Gather data from departments to update performance objectives and compliance reports.
  • Maintain divisional COOP Plans and ensure documentation is current and compliant.
  • Assemble materials for the Vice President's reports and documentation.
  • Utilize Jenzabar software to provide institutional data to the Vice President.
  • Create and maintain files for special projects and other needs of the Vice President.
  • Coordinate multiple projects and collaborate closely with the Vice President for successful outcomes.
  • Prepare confidential evaluations and maintain personnel files for staff evaluations.
  • Handle confidential files related to student grievances and other sensitive matters.
  • Act as a liaison between the Vice President, colleagues, students, and external partners.
  • Participate in committees as appointed by the Vice President.
  • Schedule and prioritize meetings, providing guidance to colleagues on scheduling processes.
  • Perform general administrative duties such as minute-taking, supply purchasing, and correspondence management.
  • Track Title IX trainings and maintain related documentation.
  • Assist with various departmental tasks and events as needed.
  • Support the organization of commencement ceremonies and other significant events.
  • Other responsibilities as assigned.
Qualifications:

Education: An Associate's Degree in a relevant field is required; a Bachelor's Degree is preferred.

Experience: A minimum of three years in an administrative role is required.

Skills: Proficiency in Microsoft Office Suite, excellent communication skills, and strong project management abilities are essential. The candidate should be detail-oriented, a team player, and possess creative problem-solving skills.

Scheduling: Regular hours are Monday to Friday, 8 AM to 4:30 PM, with some flexibility required during peak periods.

Physical Demands: The role is primarily sedentary, with occasional lifting of light items.

Work Environment: Typical office environment with standard safety precautions.

This position is open until filled.

Cecil College is committed to equal opportunity and non-discrimination in all employment practices.

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