Job Title: Assistant Director of Administration
Location: Millennium Hall, Harris Hall & Tubman House at Towson University (Towson, MD)
Reports to: Director of University Affiliated Housing
Salary: $60,000.00 – $70,000.00 per year and a comprehensive benefits package
FLSA Status: Exempt
Under the direct supervision of the Director, the Assistant Director of Administration is responsible for overseeing accounts payable, budget management, key management, human resource matters, and coordinating facility management matters. Projecting a customer focused and professional image through interactions with all internal and external customers is essential. Maintaining a customer-focused and professional image through in-person, electronic, and telephone communication with all internal and external customers is essential.
Essential Duties and Responsibilities
- Complete payments of all accounts payable invoices received. Liaison to the Facilities Director as needed for tracking expenses.
- Complete the input and payment of accounts payable items prior to approval by the Director.
- Keep accurate and organized records of all accounts payable invoices.
- Create end-of-year account payable reporting as needed for site owners, stakeholders, and supervisors.
- Serve as a main point of contact for campus partners and site vendors with questions regarding accounts payable/receivable.
- Conduct regular monthly audits of vendor accounts to ensure accuracy for invoice payment completion in a timeline manner.
- Maintain correspondence with all vendors as it relates to invoicing or accounts payable items to ensure all COCM accounts remain in good standing and not attain delinquent status for lack of payment.
- Monitor all charge card transactions to insure proper processing of all transactions. Complete all new vendor setup forms, and W-9s when necessary. Also, work with the Site Director and Facilities Director in tracking all site expenses and reviewing those expenses through quarterly budget variance meetings and monthly auditing.
- Assist with creating and management of operational and capital budgets.
- Complete all research required for the creation of the annual budget writing process.
- Submit regular reports to Site Director such as: weekly updates, monthly purchasing card resolution, and others as needed.
- Provide oversight and assistance for administrative functions including card access, key systems, and security camera systems.
- Complete all property furniture inventory and access control reports annually to be sent to ownership.
- Assist the Site Director with coordinating human resource related functions for the overall site. Ensure all new hires have completed background screening, motor vehicle screening, drug screening, and I-9 processes.
- Assist the Facilities Director and the Leasing Assistant Directors in all aspects of the move-in, move-out, turn, and Summer Conferences processes as needed.
- Assist Licensing office staff with emails, answering phone calls, web site updates, etc. during high volume timeframes.
- Participate in 24-hour management team emergency response rotation. Respond to emergency calls by assessing the situation and determining the best course of action which may require on-site response on nights, weekends, and some holidays.
- Assist the licensing team with weekly bank deposits.
- Maintain filing system and keeping of confidential information as needed.
- Maintain an accurate key inventory.
- Track all lockouts and process charges for all lock changes and lost keys.
- Participate in cross-training to understand multiple properties at the site to fill in as needed.
- Other duties as assigned or created.
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor’s degree required.
- 1-2 years related experience in higher education administration, business operations or accounts payable.
- Must have comfort and confidence in managing confidential crisis issues.
- Must possess effective skills in customer service, group facilitation, leadership, and organization.
- Must possess strong interpersonal, communication (oral and written) skills.
- Must possess computer competency (Word, Excel, content management systems, etc.),
- Ability to work with a diverse population.
Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.
If you are unable to apply because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.
To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.