Office Manager for Advising and Retention

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Employee performs administrative and paraprofessional work for office and ensures the overall organization and efficiency of the clerical workflow in addition to other tasks. Supervises the office's basic customer service function which may include one part-time administrative employee. Orders and inventories all office equipment, contracted services and special supplies and monitors office supplies budgets for all encompassed departments within the advising and retention area. Serves as cost center assistant to the Associate Vice President for Advising and Retention and processes all online purchasing. Assists associate vice president with planning, budgeting and hiring processes. Develops, implements and maintains efficient workflow processes that improve customer service, accuracy and efficiency. Maintains confidentiality of students and staff. Assists with special events. Coordinates the mailings of special events, and individual correspondence. Oversees response to e-mail, mail, phone and voicemail inquiries. Conducts regularly scheduled front staff meetings and oversees front staff training and cross trainings on an individual and group basis. This position coordinates with the administrative personnel across all units that report to the AVPAR and serves on various committees as requested.

Manages day and evening operations of a multi-tasked group, including part-time, hourly employees and work study students.
Supervises the advising and retention area's basic customer service and information provision functions.
Responsible for the accurate processing and maintenance of all area budgets including all purchasing and closing out the budgets for the advising and retention area.
Serves as liaison between the area and the college /external community as necessary.
Collects, organizes, prioritizes, disseminates and/or responds to mail, telephone inquiries to area as necessary.
Edits, reviews and/or drafts correspondence, reports, memos and other communications as requested.
Collects, verifies and prepares information for reports, inquiries and other purposes as requested.
Creates and maintains all necessary files.
Ensures all photocopying and collating is completed in a timely manner.
Receives visitors and evaluates needs of visitors and resolves conflicts.
Answers phones and evaluates needs of callers.
Schedules appointments, meetings and maintains accurate calendar for the advising and retention area and its associate vice president.
Maintains office inventory.
Maintains division wide materials.
Coordinates with the AVP for Advising and Retention and department directors on matters pertaining to human resource management.
Maintains all purchase orders and purchase requisitions.
Maintains copier (service calls, ordering paper, toner and fuser oil changes).
Maintains all office supplies.
Assists department directors with planning, budgeting and hiring processes.
Resolves routine and non-routine related problems including those involving challenging customers.
Oversees response to e-mail, mail, phone and voicemail inquires of all kinds.
Manages scheduling, agendas and meeting minutes of all leadership team and division meetings.
Serves on various committees as requested and assigned.
Assists students with using the computer terminals to interface with all associated products including, trac cloud, CRM advise, handshake and collegewide systems.
Works with the Print Shop to coordinate marketing and publication materials.
Assists with the completion of year-end budget close out with department leaders
Performs other duties as assigned.

High School diploma or equivalent, AA preferred. Office management experience, including managing budgets and two years of supervision preferred.
Knowledge and experience with microcomputer systems required; proficiency with Windows, MS Office and the Internet required; experience with office procedures.
Knowledge of telephone courtesy; knowledge of office and business etiquette; college organization and operating policies and procedures; high degree of sophistication dealing effectively with people in person. Budget responsibilities; knowledge of spelling and grammar; knowledge of office terminology, office procedures and equipment; knowledge of all student services procedures and processes; knowledge of interpersonal communication and listening skills.
Ability to operate routine office equipment - word processor and related software packages, CRT, copier, phones, copier machine, fax machine and poster maker machine.
Ability to use own initiative to locate and resolve problems.
Ability to interact effectively with others to determine needs and resolve conflicts.
Ability to organize workflow, assign and coordinate tasks and evaluate performance.
Excellent communication, organization, and interpersonal skills, including outstanding customer service and problem-solving skills, and ability to manage multiple tasks simultaneously required.
Experience with budget and hiring processes preferred.
Extension knowledge of college policies, procedures and services. Requires detailed knowledge of online purchasing procedures and ability to implement new features and concurrent workflow processes. Detailed knowledge of policies, procedures, and services a must. Ability to learn, implement, and use new computer applications.

OTHER REQUIREMENTS
Ability to maintain strict confidentiality in office activities.
Regular attendance is a requirement of this job.
Telework subject to the needs of the area.
Performs all duties while considering the impact of any action on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

Office environment. Fast-paced, intense customer service position involving multiple tasks, which must be handled simultaneously. High level of accuracy expected in work performance. Problem-solving and ability to deal with difficult customer service situations required. Occasional weekend programs required. May need to work evening and weekend hours as needed and for special events.

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Howard Community College ( HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.