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 hiring salary for this position will be from the min to mid-point of the salary range.

The individual in this position is a power user of the college’s scheduling software and is responsible for the assignment of space for events at the Regional Hughesville. The Campus Operations Specialist is responsible for the planning and execution of successful external and internal events, under the framework of college values, policy, and procedures. In addition, this position actively supports the activities of campus operations by seeking out efficiencies, contributing to positive and professional communication, and striving to ensure the delivery of a campus-ready environment on a daily basis. The specialist is a key resource on campus and is called to develop and maintain cooperative relationships with a diverse range of internal and external stakeholders and works closely with other college campus operations team members.

Flexibility required:
Ability to work 10am-7pmAbility to work the second Saturday of the month with an alternate schedule  Support the front desk by transitioning from the HS building to the CTET building at 5:30 pm
Reports to: Campus Operations Coordinator 
 
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 
 
This position is open until filled.  The College of Southern Maryland is an Equal Opportunity Employer. 

Specific Duties and Responsibilities

40% Administrative Support

Exemplary customer service to all who communicate and visit the campusResponsible for maintaining up-to-date technical knowledge of the scheduling software program to effectively support the office.Responsible for accurate data entry regarding event logisticsResponsible for scheduling the ticket system and triaging all requests for events, classroom changes, and other scheduling needs, and routes appropriately to other members of the Campus Operations teamResponsible for monthly audits of classrooms and lab furnishings on campus Responsible for preparing emergency response signage when necessary Responsible for printing campus closure signage and sending it to other campuses using interoffice mailTo support the supervisor, schedules and participates in campus coordination bi-weekly team meetings, including campus leads in IMT, PSD, FCL, and other interested campus representatives.Provide support to colleagues as needed to make meeting room and flex office reservations using OutlookResponsible for notifying the supervisor immediately when an activity requires changes to security, information technology, or maintenance schedules, and assists with negotiations when weekend and after-hours staffing is needed.

10% Facilities Support

Assist in the set-up and arrangement of facilities for a wide variety of functions (e.g. meetings, conferences, seminars, picnics, banquets, graduation or other special functions)Assists Public Safety through general observation and in the evacuation of buildings during emergencies, such as hazardous weather, fire alarm activation, and closure of the campus for any reasonReports on safety/security hazards to the appropriate personnel for remedial actionReports on maintenance concerns in the work order system 

10% Technical Support

Assumes responsibility as the point of contact for all College employees for any technology issues and communicates with the IT department and seeks to resolve those issuesEnters Help Desk tickets that cannot be handled over the phone into the Help Desk Management system, ensuring that all appropriate information is taken from the user and entered into the system so that the service request can be completed quickly and efficientlyProvides basic-level face-to-face end-user training for the proper operation of the computer, phone, and audiovisual equipmentResponsible for triaging classroom technology issues after operational hours

40% Event Support

Consults with customers to determine the goal, target audience, format of the event, event requirements, room set up, technology, and catering requirements for meetings, training, and events. This requires detailed knowledge of room sizes and configurations and equipment, as well as numerous college-wide policies and procedures regarding facility use and payment of fees.Acts on behalf of the college to communicate and ensure compliance with the facility use policies to establish the best outcome for the customer, college and most importantly, our students.Coordinate with the other departments of the college for facility set up, audio-visual equipment, computer, telecommunications equipment, signage, and catering to deliver a complete package for the customer. Prepares special event directional signs and room signsManages requests for both internal and external customers for campus space by scheduling and recording event elements using the college scheduling softwareCreate the room and set up diagrams for large events for customers as needed. Prepares and distributes detailed confirmation with event details to customersProvides tours of the facilities to potential customers. Meet with customers in person to go over the setup and flow of a large event.Prepare information packages, contracts, and invoices for external customersProcesses and transmits payments to the Bursar’s Office for facility use contracts

Additional Duties:

Performs other related work as required.

Minimum Education and Training

Required Education and Experience:

Associate's degree preferred or related work experienceThree years of office business or professional experienceBasic computer applications knowledge to include Microsoft Office productsFamiliarity with conference support technology such as Smart podiums, projectors, and microphones etc. Excellent communication skills, verbal and writtenStrong organizational skills with attention to detailMust be able to work without close supervisionAbility to manage various college personnel and servicesMust be willing to attain the highest level of customer satisfaction in working with the public

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities: 

Excellent computer and technology skills; preferred Astra Scheduling software experienceExcellent oral, written, and interpersonal skills requiredCollege environment work experience preferredStrong organizational skillsAbility to work efficiently without close supervisionAbility to work well under pressure and multi-taskAbility to work well with diverse groupsAbility to maintain a flexible scheduleMust have a valid driver’s license
PHYSICAL DEMANDS:

The work is mostly 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.