Job Information
Hagerstown Community College Administrative Office Associate I - Early College Programs in Hagerstown, Maryland
SUMMARY STATEMENT
The Administrative Office Associate will support the daily operations of Early College Programs. This position will assist the Director and Coordinator of Early College Programs.
ORGANIZATIONAL RELATIONSHIPS
A. The Administrative Office Associate reports directly to and is responsible to the Director of Early College Programs. Oversight is also provided by the Vice President of Academic Affairs and Student Services.
B. The Administrative Office Associate coordinates most closely with Admissions and Enrollment, Registration and Student Support, Records, Finance, college faculty, and Washington County Public Schools (WCPS) personnel.
ESSENTIAL DUTIES
A. Provides administrative and clerical support to the Director and Coordinator of Early College Programs
Prepares Early College Degree Program (ECDP) applications for review, sends decision letters, and assembles accepted student welcome folders
Oversees the ECDP student attendance collection and creates a weekly report to WCPS
Organizes Free and Reduced Meals (FARM) funding distribution for eligible ECDP WCPS students
Assists with the updating of marketing materials including the website, flyers, and transfer poster
Prepares Blueprint Registration Appeal documents for committee meetings and sends decision letters
Sends ECDP academic warning and probation letters
Updates the ECDP D2L (student information system) page roster and post announcements
Orders and maintains office supply inventories
Other duties as assigned
B. Conducts front-line customer support and assistance to students and others
Handles inquiries and requests from students, parents/guardians, and others by phone, email, and in person
Assists with the scheduling of initial advising appointments for ECDP students
Assigns lockers to ECDP students
C. Organizes the ECDP Celebration logistics
Submits space reservation requests for the ceremony and practice meeting
Sends save-the-date mailing and invitations
Coordinates program certificates - oversee the creation, printing request, and signature collection of HCC and WCPS administrators
Creates ceremony program - gathers individual student information, schedules the photo shoot, and coordinates printing
Tracks RSVPs and places the catering order
D. Assists with ECP events and programming
New Student Orientation - Organizes handouts and helps at the ECDP table at the Resource Fair
ECDP Workshop Series - Reserves classrooms and tracks attendance
ECDP Information Sessions - Reserves space, organizes handouts, and tracks attendance
Requirements
EDUCATION AND EXPERIENCE
Associate's degree required: Bachelors Degree preferred. Experience working in either a K-12 or post-secondary environment preferred.
SKILLS AND ABILITIES
Must have the ability to communicate effectively with students, faculty, staff, and administrators; maintain confidentiality of student records; have excellent skills in computer applications such as Microsoft Office 365 (OneDrive, Outlook, Word, Excel, Teams); be able to organize and prioritize work requests in a timely manner. Experience with Datatel (or comparable administrative database) is preferred.