Admin. Assistant to VP for Student Services

Black Hawk College; Moline (IL); On-site; USD 35,000 - 55,000; Full time

Job summary

An established educational institution is seeking an Administrative Assistant to provide essential support to the Vice Presidents for Student Services and Instruction. This role involves coordinating schedules, managing communications, and ensuring the smooth operation of administrative tasks. Candidates should possess strong organizational skills, proficiency in Microsoft Office, and the ability to maintain confidentiality. Join a collaborative environment where your contributions will enhance the educational experience for students and staff alike, making a meaningful impact in the academic community.

Qualifications

• Minimum of two years experience as an administrative assistant.
• Excellent communication and organizational skills required.
• Proficiency in Microsoft Office programs is essential.

Responsibilities

• Provide administrative support to VPSS and VPI.
• Coordinate data entry into Banner related to course schedules.
• Assist with budget oversight and maintain confidential files.

Skills

Interpersonal Skills

Oral Communication

Written Communication

Organizational Skills

Confidentiality Maintenance

Microsoft Office Proficiency

Remote Work Platforms Knowledge

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Office

Banner (Student Information System)

Job description

The Administrative Assistant is responsible for performing administrative duties, and providing staff support and administrative assistance required for the operation of the offices of the Vice President for Student Services (VPSS) and Vice President for Instruction (VPI).DESCRIPTION OF ESSENTIAL DUTIES:

a. Serves as the primary administrative support professional for the VPSS and provides support to the VPI and Deans.

b. Provides support as needed to VPI including but not limited to: maintaining calendars, scheduling appointments and travel, routing mail, processing travel reimbursements, record keeping, scheduling meetings and room reservations, and helping plan and execute events for Student Services and Instruction.

c. Leads and coordinates the development of semester class schedules: project management, builds and assists in maintaining CRN’s in the college’s database system (Banner) for college credit classes, integration of timetables, room assignments, class seat information, lab fees, final examination schedules, cluster schedules. This position will also build dual credit courses and assist dual credit coordinators and recruiters with clerical/administrative tasks.

d. Coordinates the data entry into Banner related to course schedules and faculty load.

e. Works with Executive Administration, community members, Student Services leaders, Academic Deans, Department Chairs, Instructors, and students that come into the Administrative Office.

f. Ensures that the VPSS and VPI are informed of priorities, deadlines and challenges.

g. Assists with general budget oversight and purchase card reconciliation including monitoring transactions.

h. Maintains confidential files and information including those involving FERPA.

i. Composes, edits, and sends communications on behalf of the VPSS and VPI, including but not limited to schedule change memos and the Instructional Service Calendar.

j. Assists Instruction with new faculty orientation, adjunct orientation and other Instruction related events, such as evaluation and promotion processes.

k. Serves as recording secretary on Committees as assigned including The Refund Appeals Committee.

l. Communicates with adjunct faculty concerning course enrollment to comply with instructional/state requirements concerning course load.

m. Supports Instruction with academic schedule creation, class creation/cancellation to ensure course programing aligns with enrollment trends.

n. Provides back-up administrative support to executive leadership and other departments as needed.

DESCRIPTION OF OTHER DUTIES:

a. Coordinates committee and special meetings including recording, transcribing, and distributing minutes; maintains meeting records and other material.

b. Attends designated meetings, functions and assist with miscellaneous duties, as needed.

c. Orders and maintains materials and supplies.

d. Supports assembly day and/or other programs upon request.

e. Assists with room scheduling (Ad Astra).

f. Serves as back up for Curriculum Committee in absence of the Administrative Assistant for VPI.

g. Performs other job-related duties as assigned.

OVERALL ACCOUNTABILITIES:

a. Demonstrates Black Hawk College core values

b. Accuracy, timeliness, and efficiency of work.

c. Maintains confidentiality of records and information.

d. Maintains up-to-date job knowledge of all required software and applications.

e. Acts in a professional and pleasant manner and as an ambassador on behalf of the College.

PRINCIPAL WORKING RELATIONSHIPS:

a. Works directly with the VPSS, VPI and Student Services.

b. Works cooperatively with Administration, Student Services, VPI, department chairpersons, faculty, and staff.

c. Works cooperatively with visitors, students, and customers of the College.

(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.)

a. Associate’s degree required. Bachelor’s degree preferred.

b. Minimum of two years demonstrated experience working as an administrative or executive assistant with proven levels on increasing responsibility.

c. Excellent interpersonal, oral and written communication, and organizational skills required.

d. Ability to maintain confidentiality required.

e. Proficiency in Microsoft Office programs required. Knowledge of Banner (or other Student Information System) preferred.

f. Ability to work well under pressure while maintaining a professional demeanor.

g. Must have basic working knowledge of remote work platforms (i.e. Microsoft Teams, Zoom, Webex, etc.)

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.



Black Hawk College does not sponsor employment visas.

Black Hawk College is an AA/EEO employer.