Administrative and Budget Associate

Job Vacancy Announcement

Position Information

Position Title

Administrative and Budget Associate

Position Type

Staff

Department

Vice President for Data Science, Innovation, & Effectiveness

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

8

Salary Range

Hiring Salary Range

$40,619 - $44,681 Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Provides administrative and budget support for Data Science, Innovation, and Effectiveness ( DSIE ) staff. Performs a wide variety of administrative and budget tasks. Serves as the DSIE point of contact for day-to-day administrative and budget activities to include, but not limited to, travel, budget inquiries, and general technology information.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• High School Diploma
• Three or more years of progressively responsible higher-level administrative support experience including preparing office correspondence, reports, presentations, travel arrangements, meeting scheduling, and extensive interaction with the general public

KNOWLEDGE, SKILLS AND ABILITIES

• Computer experience required with Windows and other Microsoft Office products (Word, Access, PowerPoint, and Excel)
• Proficiency in desktop applications calendaring, spreadsheets, and document development.
• Ability to work independently with minimal supervision
• Ability to interact with the public
• Ability to communicate orally and in writing
• Ability to exercise independent judgment in accordance with established policies and practices
• Ability maintain composure under stressful and stringent time constraints

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES

• Provides administrative and clerical support to DSIE staff.
• Maintains current filing and record keeping systems related to personnel travel, purchase request, and purchase orders
• Tracks and monitors office supply inventory and arranges for replenishment of items as necessary.
• Support general operation of DSIE office to ensure mail is delivered, answering phone and emails providing reliable information.
• Produces accurate correspondence, reports, and meeting minutes.
• Creates purchase requisitions in the Ellucian colleague system.
• Provides assistance obtaining quotes, verifying purchases, placing and receiving orders
• Collects and organizes budget information.
• Coordinates business travel arrangements for DSIE staff.
• Schedules calendar appointments and meetings.
• Assists with event planning and setup.
• Acquires and maintains proficiency in the use of current office technology standards established by the college.
• Recommends and implements changes in work processes to improve the quality and effectiveness of service.
• Maintains high ethical standards of conduct and procedures to assist in ensuring the security of the college’s technology assets and data.
• Contributes effectively to a positive work environment.
• Demonstrates effective customer contact skills in communicating with people internal and external to the college.
• Communicates to DSIE staff all important deadlines, dates, and policy information.
• Process technology requests for DSIE and campus wide.
• Responsible for complying with all required college mandated training within the prescribed timelines.
• Contributes effectively to a positive work environment.
• Performs other related duties as assigned.

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC185911/12

Open Date

03/01/2023

Close Date

Open Until Filled

Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Effective August 8, 2022, Prince George’s Community College’s current vaccine mandate will expire for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID -19 vaccines and boosters are strongly recommended.

The COVID -19 vaccine mandate will remain in effect for areas that operate under a designated governing body, including allied health, athletics, and first responders.

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a high school diploma?
   • Yes
   • No
2. * Do you have three or more years of progressively responsible administrative support experience?
   
   (Open Ended Question)
   
   
3. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
4. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   
5. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Will you require sponsorship to work in the United States?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Other