Hr Executive Assistant

Salary : $52,769.00 - $71,238.00 Annually

Location : La Plata, MD

Job Type: Full-Time

Job Number: FY25-11

CSM Division: Division of People, Culture, and Equity

CSM Department: PCE Admin

Opening Date: 10/01/2024

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.

The Executive Assistant to the Vice President of People, Culture and Equity (VPPCE) provides high-level administrative support ensuring the efficient operation of the division that encompasses Payroll, Total Rewards (Benefits and Compensation), Talent Acquisition (Recruiting), Employee Relations and Engagement and Organizational Development, Talent and Equity sub-division. The role involves handling confidential information, managing schedules, coordinating meetings, preparing reports, and acting as a liaison between the VPPCE and internal/external stakeholders. The individual in this position is responsible for coordinating the activities and supporting the work of the PCE division as needed. The executive assistant may attend meetings with the VPPCE and/ or take notes as requested. Serves in various roles including liaison, problem solver and information resource person.

Reports to: Vice President, People, Culture and Equity

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 40% Administrative Support: Manage and maintain the VPPCE's calendar, including scheduling meetings, appointments, and travel arrangements. Screen and prioritize incoming communications (phone calls, mail) and respond or redirect as appropriate. Prepare and edit correspondence, reports, presentations, and other documents. Organize and maintain confidential files and records. Assists the General Counsel and Vice President of People Culture and Equity in support of the Board of Trustees Benefits and Compensation Board Sub-Committee by scheduling meetings, creating agenda and board briefs, recording and distributing meeting minutes, and maintaining committee materials on Board Docs website. Ensures the Presidents Executive Assistants receive final Board Briefs for upload into Board Docs and that all changes and updates are communicated effectively. Responsible for the cost center management of multiple departments in PCE and ODTE, prepares requisitions, purchase orders and reconciliation of budget and independently resolves discrepancies. Maintains HR contact lists and updates phone tree and other HR information resources as needed. Maintains mailing lists for the department. 20% Meeting Coordination: Coordinate and prepare materials for meetings, including agendas, presentations, and minutes. Arrange logistics for meetings, conferences, and events, both on-site and off-site. Track follow-up actions and ensure timely completion of tasks assigned during meetings. Assists with planning, coordinating, and hosting special events. 10% Project Management: Assist in the planning and execution of HR projects and initiatives. Conduct research and compile data for various HR reports and projects. Monitor project timelines and deliverables to ensure goals are met. Establishes procedures and determines priority of work for smooth office functioning, considering the diverse nature of the division's activities. 10% Communication and Liaison: Serve as a point of contact between the VP of HR and internal/external stakeholders. Facilitate communication within the HR department and across other departments. Handle inquiries and provide information or redirect as necessary. Serves as the first point of contact for students, faculty, staff, and visitors seeking information or assistance. 10% Travel and Expense Management: Arrange travel itineraries, accommodations, and transportation for the VP of HR. Prepare and submit expense reports and ensure compliance with company policies. 10% Confidentiality and Discretion: Handle sensitive information with the highest level of confidentiality and discretion. Adhere to and enforce compliance with college policies and procedures. Responds to requests for information from internal and external publics and resolves or appropriately refers complaints and problems. Participates in staff activities, committees, meetings, and conferences. May be required to assist VPPCE in other financial duties related to membership in College or External activities. Reconcile VPCE credit card statement and expenses. Performs other related work as required. Minimum Education and Training

Requires Education and Experience: High school diploma, GED, or equivalent certificate of competency and three years of specified work experience Associate degree required and five years or High School diploma and 10 years office/administrative or related experience. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Preferred Education and Experience: Bachelor's degree preferred. Five years office/administrative support experience. preferably in human resources areas. Experience with Ellucian Colleague and/or Power BI preferred. Licenses or Certifications:
This position requires financial disclosure.
Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:
Ability to work independently. Ability to adapt to a fast-paced environment. Demonstrated skills with budget management, accounting, and contract management. Demonstrated verbal and written communication skills. Demonstrated skills in customer service and working with people including individuals from diverse backgrounds. Exceptional organizational and time management skills. Strong written and verbal communication skills. Ability to multitask and prioritize tasks in a fast-paced environment. Strong problem-solving skills and attention to detail. Professional demeanor and ability to handle confidential information. Availability to work flexible hours as needed.
PHYSICAL DEMANDS:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.

WORK ENVIRONMENT:
Work is performed in a relatively safe, and secure work environment. Position works in a fast-paced, high-volume environment dealing with a wide range of constituents including sensitive and confidential matters.

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Do you have prior executive assistant or administrative assistant experience?

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Have you ever worked at a Community College or in Higher education previously?

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