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-7pm
Ability 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 CoordinatorCollege 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 CheckThis position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.Specific Duties and Responsibilities40% Administrative Support
Exemplary customer service to all who communicate and visit the campus
Responsible for maintaining up-to-date technical knowledge of the scheduling software program to effectively support the office.
Responsible for accurate data entry regarding event logistics
Responsible 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 team
Responsible 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 mail
To 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 Outlook
Responsible 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 reason
Reports on safety/security hazards to the appropriate personnel for remedial action
Reports 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 issues
Enters 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 efficiently
Provides basic-level face-to-face end-user training for the proper operation of the computer, phone, and audiovisual equipment
Responsible 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 signs
Manages requests for both internal and external customers for campus space by scheduling and recording event elements using the college scheduling software
Create the room and set up diagrams for large events for customers as needed.
Prepares and distributes detailed confirmation with event details to customers
Provides 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 customers
Processes and transmits payments to the Bursar's Office for facility use contracts
Additional Duties:
Performs other related work as required.
Minimum Education and TrainingRequired Education and Experience:
Associate's degree preferred or related work experience
Three years of office business or professional experience
Basic computer applications knowledge to include Microsoft Office products
Familiarity with conference support technology such as Smart podiums, projectors, and microphones etc.
Excellent communication skills, verbal and written
Strong organizational skills with attention to detail
Must be able to work without close supervision
Ability to manage various college personnel and services
Must be willing to attain the highest level of customer satisfaction in working with the public
Minimum Qualifications and Standards RequiredKnowledge, Skills, and Abilities:
Excellent computer and technology skills; preferred Astra Scheduling software experience
Excellent oral, written, and interpersonal skills required
College environment work experience preferred
Strong organizational skills
Ability to work efficiently without close supervision
Ability to work well under pressure and multi-task
Ability to work well with diverse groups
Ability to maintain a flexible schedule
Must 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.Keep growing in your career at the College of Southern Maryland. CSM offers great benefits, beautiful campuses and a challenging environment.01Describe your experience with triaging and resolving multiple needs and requests, particularly from both internal and external customers.02Describe your experience with scheduling events and the systems/software you may have used.Required QuestionEmployerCollege of Southern MarylandAddress8730 Mitchell RdLa Plata, Maryland, 20646Phone301-934-7700Website
