Job Description

Job Description

Montgomery College, Rockville, has an immediate need for a full-time Administrative Aide II in the Paul Peck Humanities department.  The work schedule is Monday through Friday 8:30 a.m. to 5:00 p.m. This is a bargaining position, non-exempt, grade 19 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, diversity, and inclusiveness.

Job Description

Duties include but are not limited to:

Supports director and program faculty of the collegewide Paul Peck Humanities Institute (PPHI)

• Serves as primary administrative support for the Paul Peck Humanities Institute, its director, and the PPHI program coordinators.  
• Keeps director and program coordinators informed of office and College matters; initiates inquiries to obtain information; compiles data; and prepares memos, notes, and reports for the director's review.
• Communicates weekly with Dean to provide calendar, budget, program, and events updates.
• Maintains and updates PPHI program web presence in coordination with IT Services – including webpages for Holocaust Education, Smithsonian Faculty Fellowship, PPHI Internship, Digital Storytelling Internship, and Humanities Days, in coordination with program coordinators and Creative Project Manager. 
• Communicates events' data to MC's Collegewide calendar; coordinates Inside MC Online submissions; writes, reviews, and sends mass e-mail communications about the same events to target audiences; and responds to related email communications and questions.
• Arranges for internal and external meetings, conferences, teleconferences, and interviews. Supports meetings with name tags, folders, mailing labels, invitations, and media technology. 
• Prepares alternate- and special project- ESH forms for faculty serving as coordinators or special projects. 
• Communicates with public officials and their staff about PPHI events. Refers to journalist requests to the director or chair. Builds, maintains, and updates guest lists for events, researching names and documenting information about VIPs as needed.
• Makes travel arrangements.  Processes registration forms; makes hotel, flight, and local travel arrangements. Arranges hotel room blocks and bus transportation. Assists in processing reimbursements and other claims.
• Explains procedures associated with reimbursement of funds for local travel, travel, EAP, and alternate ESH time accounting, and provides guidance on use of Workday for same.  

Manages financial accounts, contracts, and purchasing for PPHI and related events and programs.

• Manages all financial accounts for the Paul Peck Humanities Institute's two budgets -- Operating Budget and MC Foundation (endowment) budgets.
• Creates file organization for, and maintains all budget-related records. Updates dean weekly on accounts.
• Works closely with budget account managers for Campus Commons, Paul Peck Humanities Institute operating budget, and the MC Foundation PPHI endowment budget.
• Maintains and updates database and/or tracking systems for files, correspondence, and orders.
• Maintains and tracks monthly purchasing card reports and receipts for auditing purposes. Verifies and finalizes payment and approval, reviews and submits purchasing card to budget manager for review and approval.
• Verifies and finalizes open encumbrance purchase order reports and contracts.
• Generates summary reports for ESH budget spending.
• Collaborates with Accounts Payable and others to write the Sole Source contract for the MC-Smithsonian Faculty Fellowship and submits the annual renewal contracts for same.

Events Coordinator for on-campus, off-campus, and virtual events, including meetings and conferences, lectures, faculty and student workshops, exhibitions, program showcase presentations, and receptions.

• Proactively manages vendor and guest relations. Communicates with speakers before and after events; obtain speakers' bios/ profiles, and relevant paperwork. Manages all invoices and payments for events, including speaker contracts. 
• Maintains a master list of attendees at all PPHI events. Creates attendee surveys, distributes surveys, and gathers data from surveys for each event using Survey Monkey, Google Forms, or another relevant app. Distributes data to PPHI and the dean.
• Manages email distribution and RSVP lists; communicates with registrants to assure customer service.  Creates and sends certificates of attendance for faculty, staff, and students.
• Makes timely room/space reservations and other facilities requests; makes timely IT and media resources requests; makes timely MCTV requests, and coordinates other necessary services for events and conferences.
• Orders supplies and catering, arrange for delivery or pick-up and assists in service and clean-up during events.
• Contributes ideas for marketing communications, including posting to appropriate websites and social media.  Distributes promotional materials (bookmarks, flyers, posters, campus LEDs, etc.). Communicates proactively with internal and external constituents, including speakers, Creative Project Manager, MC Communications, and MCTV. 
• Recruits, trains, and supervises volunteers to support larger and/ or complicated events.

Required Qualifications:

• High school diploma or GED including or supplemented by courses in word processing and office practices.
• At least three years of progressively responsible experience performing general office and secretarial duties involving customer service.
• Knowledge of office support procedures and practice; English usage to include spelling, grammar, writing styles and formats; basic mathematical computations; record-keeping principles and procedures; and, PC hardware and skill in using PC software and office applications. Ability to draft written correspondence, interact with the public and staff, and manage multiple projects. Ability to exercise confidentiality.
• Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship.

Salary Range: $20.99 to $26.24 (hourly).  Initial salary placement is based on candidate experience and internal equity.

Application Process:

• Click Here to apply online

• For consideration, you must include dates of employment in your application or attachment.
• An attached cover letter is required.
• Initial salary placement is based on internal equity and relevant candidate experience.  Please include a complete resume/application including all relevant or related experience. 

As a condition of employment, the following are required at the time of hire:

• Successful completion of a background check and degree verification (if applicable).

• For international degrees, you must provide US degree equivalency verified by a nationally recognized credential evaluation service.

• Participation in a retirement plan. If you are retired from the Maryland State System, you may not enroll in either the pension, or optional retirement plan, per state law.

Our benefits package includes: generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.

Closing Date

Open Until Filled

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