Correspondence: Initiate and compose general administrative correspondence for the Dean's signature, providing research and background information for the Dean as appropriate. Provide administrative support to the Dean by composing, preparing, editing, typing, tracking and storing correspondence, reports and other documents pertinent to the operation of the School. Ensure all correspondence are accurate and adhere to college policies.
Budget Management: Manage the budget and accounts for the Dean, including initiate and preparing requisitions, budget transfers, purchase orders, expense statements, etc. as needed, using the automated purchasing system. Track all budget accounts for the Dean by researching and resolving problems and initiating reports as needed or requested. Create spreadsheets and reports that fully track all project actions. Alerts the Dean to anomalies and makes appropriate recommendations for resolution. Tracks and submits all procurement card charges, reconciles and submits expense reports.
Customer Service: Demonstrate excellent customer service and the ability to deescalate situations. Ensure a professional, friendly image and approach in the office at all times. Respond to visitors, telephone calls, emails and screen to determine the nature and purpose and refer to appropriate offices. Provide Dean with background information to aid in responding appropriately. Function as the liaison for the Dean in all aspects of the School's responsibilities such as communicating on behalf of the Dean and serving as the liaison between the Dean and students, faculty, staff and external agencies.
Maintain Schedule: Coordinates and maintains schedule and meetings for the Dean both in-person and virtual. Prepares and distributes meeting agendas as appropriate. Prepare, transcribe and distribute minutes of meetings as requested. Anticipates needs and demonstrates strong problem solving skills. Maintain appointment calendar for the Dean. Confirm all meetings with participants. Participate in, schedule, and coordinate arrangements and announcements for direct report's, school, committee, one on one and any specific meetings requested by the Dean. Monitor deadlines and provide appropriate research and documentation for meetings as needed.
Office Operations: Establish processes, procedures and systems to ensure smooth and efficient operation of the Dean's office. Maintain an inventory of supplies and equipment and ensure adequate telephone coverage. Fully resolves operational issues. Receive, sort and distribute mail addressed to the Dean, route correspondence to other personnel for handling as appropriate. Research background and provide Dean with additional information as needed. Review incoming correspondence and track required responses or actions needed. Establish and maintain the Dean's confidential files for faculty, staff and student matters, correspondence files and other files as necessary for efficient operation of school. Manage computer directories for file security, integrity, and consistency.
Office Operations: Assist Dean in interviewing and hiring support staff, temporary and student employees. Initiate internal paperwork for new permanent employees. Coordinate closely with the Dean for any office moves or changes. Make recommendations to the Dean 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 smooth transition of employees during times of office moves or changes, hiring or separating from the College.
Office Operations: Coordinate and schedule meetings, special events or departmental activities including coordinating facilities use, catering, public relations and marketing, and special needs. Collaborate with Instructional Services and Office Managers to ensure arrangements are adequately handled for accreditation site visits to include but not limited to, making travel and and hotel arrangements, ordering catering and ensuring the comfort of the visitors.
Project Management: Arrange professional development activities which include internal trainings, webinars and conferences. Initiate and participate actively in a plan of professional development to ensure currency and proficiency on all software packages, troubleshooting of equipment and spreadsheets, data base, calendaring, e-mail and Internet applications and all travel arrangements. Assist the Dean with the development of presentations, events, meetings. To include, but not limited to, developing project scope of work and timeline, creating presentation materials (i.e., power point) , etc. Develop and manage the School's organizational chart, staff and faculty directories and email distribution lists.
Other: Train new Office Managers, temporary staff, work study students who support the direct reports of the Dean. Training includes, office expectations day-to-day activities and use of technology. Provide ad hoc technical training for staff, serve as a role model for incorporating technology into the job and for showing others how to adapt technological tools to their work. Other duties as assigned and deemed necessary by the Dean of Liberal Arts.
Associate's degree or higher
Level I: Minimum of five years of experience in supporting upper management and/or administration.
Level II: Minimum of seven years of experience in supporting upper management and/or administration.
Very strong interpersonal skills and the ability to build relationships. Demonstrated commitment to creating an inclusive environment and 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.
Budgetary experience required.
Advanced knowledge of and proficiency in Microsoft Office required. (i.e. Word, Excel, Power Point, Outlook), TEAMS, Zoom.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and have the ability to handle conflict when necessary.
With learning as its central mission, Anne Arundel Community College has responded to the needs of a diverse community for more than 50 years by offering high quality, affordable and accessible learning opportunities. The college’s nationally recognized and award-winning programs have helped its more than 51,000 students annually achieve their academic, professional and personal goals. AACC is a fully accredited, public, two-year institution offering credit programs leading to an associate degree, certificate or a letter of recognition. Students may prepare to transfer to a four-year institution or prepare for an immediate career. AACC also offers extensive lifelong learning opportunities and noncredit, continuing education to those seeking career training or retraining, working to boost basic skills or pursuing new areas of interest. In addition to its main campus in Arnold, Md., the college has degree centers at Arundel Mills, Glen Burnie and at centers and schools around the county. In 2012, the college opened the 30,000-square-foot Center for Cyber and Professional Training in Hanover, which houses 13 specialized labs, a testing center and faculty support space. Located in Anne... Arundel County near historic Annapolis - home to the U.S. Naval Academy – AACC is conveniently located just minutes from Baltimore/Washington International Thurgood Marshall Airport and downtown Baltimore. To learn more, visit www.aacc.edu.