Advising Associate

Business: Carroll Community College

Location: Westminster

FULL TIME • PERMANENT

Business Product/Service: Higher Education

Business Address:
1601 Washington Rd.
Westminster, Maryland 21157

Phone: (410) 386-8030

Contact Name: Human Resources
Title: Human Resources dept.
Email: hr@carrollcc.edu
Website: https://www.schooljobs.com/careers/carrollcc

Job Description

Job Number FY25-00040 – Location Westminster, MD

Opening Date 06/18/2025 – Closing Date 7/3/2025 11:59 PM Eastern

Division Academic & Student Affairs / Department Student Affairs

Job Type Full-Time – Support / FLSA Status Non-Exempt

Salary $36,979.00 – $48,997.00 Annually

Salary Details
This position will be placed on the 12-month non-exempt staff salary scale at grade 7. Actual salary placement based on qualifications and experience. Position includes an excellent fringe benefits package.

Job Summary
This position provides administrative support and is responsible for ensuring the smooth transition of students through the advising and/or transfer process by providing support with technology, scheduling and communication. It reports to the Senior Director, Advising and Retention.

Essential Job Functions
Serves as the first point of contact for current and prospective students, parents, and visitors who telephone, email or visit the advising, transfer and career office.
Monitors student traffic flow within the office; provides assistance to and/or alerts professional staff of student needs.
Oversees the daily functioning of the advising, transfer and career office.
Assists students and staff with technology including how to log in, what each technology is for and how to use it. This includes all steps of the advising process including student planning, starfish, email and Microsoft teams.
Ensures that advisors know how to use scheduling and video software, updating messaging on all platforms (web, advising manual, office brochures and instructions, flyers, and advertising).
Responsible for all transfer activities including transfer fair, four years advising visits, transfer trips and other transfer supports.
Prepares internal and external correspondence or documents including electronic versions as well as any other department related communications to support the assigned area and staff.
Photocopies documents, faxes, distributes incoming mail and other related materials, requests/collects/tracks information, maintains inventory for assigned areas, orders supplies, and maintains assigned filing systems.
Answers telephone and serves as area receptionist answering basic inquiries; refers calls to appropriate parties as necessary; monitors flow of traffic within assigned area.
Able to work with diverse people and create a safe and inclusive office environment.
Maintains assigned records and related databases.
May maintain cost center budget records and reconciliation of monthly expenditures.
May provide support for department research, grant, fundraising, timekeeping/absence tracking, purchasing, timekeeping, travel, or accounting related activities.
May oversee temporary staff or student aides; or train new employees/students on administrative processes, use of area equipment, or use of software.
May maintain database(s) and generate reports.
Assists in gathering information for special projects, surveys, state reports, accreditation activities (outcome data, program survey materials), department equipment, and program or department development.
Informs contacts regarding procedures, forms, and processes related to the assigned area.
May perform mail merges, develop spreadsheets, create flyers or slide presentations, or update websites.
Assists with planning, organizing, and assisting in various events as assigned.
Maintains department calendar, schedules, room assignments, and appointments for assigned staff.
Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.
Performs other duties as assigned.

Job Requirements

Minimum Requirements to Perform Work

High School Diploma required and least three years or more of prior administrative support experience including some customer service, preferably in higher education
Associate Degree preferred
Excellent organizational skills
Ability to multi-task and remain on task in a fast-paced environment
Available to work at least one night a week
Previous experience working in a college Advising/Transfer Office and experience in Starfish (or similar) highly preferred
Proficiency with Microsoft Office Suite

PHYSICAL DEMANDS:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

Hear/talk/communicate – Must be able to exchange information and communicate
Visual Acuity/ability to perceive or detect surroundings
Mental acuity – Able to focus, concentrate, understand, and convey subject matter
Repetitive motion (i.e. keyboarding)
Stand/sit/walk/able to move or traverse from one area to another

WORK ENVIRONMENT:
College campus, direct contact with diverse students, staff, faculty and the general public in classrooms, common and shared areas, offices, and campus environments. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms. Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations; observance of all College policies; and observance of traffic laws when/if driving College vehicles.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

successfully complete a criminal background check (for designated positions)
be able to work on campus as of the first day of employment
be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
be currently authorized to work in the US, as the College does not offer Visa sponsorships

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

Other Job Requirements
H.S. Diploma/GED, Light/No Lifting, Sedentary, Background Check

Wages per hour: $36,979.00 – $48,997.00 Annually
Number of openings: 1
Overtime: NO
Benefits: YES
Carroll Community College is proud to offer a comprehensive and competitive benefits package to full-time benefit eligible employees working at least 30 hours per week including; Health Care, Prescription Drug, Dental Care, Vision Care, Flexible Spending Accounts, Life Insurance, Employee Assistance Program, Long Term Disability, First Financial Federal Credit Union, Retirement Plan Choices, Vacation, Holidays, Sick Leave, Tuition Assistance.

Days of Work:
MONDAY 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.  TUESDAY 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.  WEDNESDAY 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.  THURSDAY 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.  FRIDAY 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.
Shift: M – F 8:30a – 4:30p and Must be available to work one evening per week from 11am-7pm and potentially other evenings as needed.

How to Apply: https://www.schooljobs.com/careers/carrollcc
Willing to Train: YES
Experience Required: YES
Experience in Months: High School Diploma required and least three years or more of prior administrative support experience including some customer service, preferably in higher education
Minimum Age: 18 & over
Closing Date: 07/03/2025