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GIS Lab, Outreach and Events Coordinator

Department: Geographic Information Systems
Location: Chestertown, MD

Washington College is seeking qualified applicants for a GIS Lab, Outreach and†Events Coordinator. This position†is responsible for assisting the GIS Program Director, and senior GIS professional staff, in the coordination and execution of business and marketing operations for the GIS Program. This position requires the exercise of independent judgment and discretion over the operations of the GIS Program. Broad authority will be given to support the organization by maintaining office systems and enforcing procedures and policies amongst student interns and staff. This position will oversee the coordination of all outreach efforts, and take the lead in planning GIS Program events. Additionally, this position will coordinate GIS Program internships for student workers and manage procedural relationships with internal and external departments, organizations, and/or entities as required to support their success and the overall success of the GIS Program. Primary duties to include: program support by conducting independent and/or directed research, management of information requests, essential clerical functions as needed, assisting with grant management and reporting, collaborating with other campus offices in accounting for student work, creating and updating marketing materials, and coordinating all office related tasks as requested. Handling of sensitive financial and criminal justice information related to funded grants is also required. The successful applicant will report to the Washington College GIS Program Director, and work directly on site in the GIS Lab in Chestertown, Maryland.

Essential Functions:

  1. Responsible for tracking of time spent recorded by project codes; processing student time sheets and time & effort documents; and developing student intern schedules.
  2. Responsible for the preparation and processing of biweekly payroll for student interns; responsible for coordinating efforts between all Washington College departments to ensure proper flow of employee data.
  3. Interface between the GIS Program and other offices on campus exercising independent judgment and discretion on confidential business matters including business transactions, employee hiring, employee reviews, and disciplinary issues.
  4. Coordinates with the Washington College Office of Information Technologies, as well as the Maryland Department of Public Safety and Correctional Services to troubleshoot server, network, and other related IT issues with hardware or software.
  5. Assists in the completion and processing of travel reimbursements and credit card expenses for GIS staff and student interns; maintains accurate records for employee time and leave; management of all consultants, independent contractors, and organizational expenses including property leases, utilities, contractual cleaning, etc.
  6. Responsible for drafting and delivering invoices to customers, and maintaining invoicing tracker; as well as maintaining billing records and expenses for each grant and contract.
  7. Assist in the preparation and management of grant account budgets and contractual project account budgets; monitors and administers program and project revenues and expenses; assists in the development of funded proposals for the GIS program.
  8. Responsible for the purchasing of computers and any office materials needed.
  9. Manage the wide range of Memorandum of Agreement (MOA) maintained between the GIS Program and external organizations; includes creation of new MOA documents for approval by internal and external organizations.
  10. Establish written procedures for all business functions in the GIS Program.
  11. Assists in the creation of marketing and advertisement materials for the program; assists in website updates and posts on social media sites; prepares letters and emails for correspondence with staff, student interns, external clients, and other departments on campus.
  12. Assist the GIS Program Director on any and all projects and tasks as requested.

Education:

Bachelorís degree in Business Administration/Management or Accounting, or Marketing/Communications with prior coordination and/or office management experience is preferred. Relevant work experience may be used to supplement degree in other academic fields.

Experience and Background:

  1. Prior experience in a similar position required.
  2. Must be self-directed and able to complete projects with limited supervision.
  3. Windows computer experience with Access and Excel skills highly desired.
  4. Accounting management software experience preferred.
  5. Proven track record exercising independent judgment to find cost savings in utilities, leases, and other business costs.
  6. Experience handling and prioritizing multiple tasks successfully, meeting all deadlines.
  7. Excellent organizational and interpersonal skills.
  8. Interest in coordinating with multiple departments, across a range of academic, personal and professional backgrounds, to complete tasks.
  9. Ability to pass a Maryland and FBI criminal records background check within 30 days of employment.

How to Apply:

When applying please submit a cover letter, resume, and contact information of three professional references through our on-line portal. Review of applications will begin immediately and will continue until the position is filled.

Washington College is an Equal Opportunity Employer committed to a diverse cultural environment, and encourages applications from women, people of color, disabled persons, members of the LGBTQ community, and veterans.

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