Administrative Assistant - CSEIB

Illinois College; Jacksonville (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

The Administrative Assistant for the Center for Student Engagement, Inclusion and Belonging (CSEIB) at Illinois College provides essential administrative and operational support to the Director and staff, helping ensure organized, accessible services for students. The role greets students and partners, facilitates scheduling, records management, and event logistics.

Compensation reflects an hourly, full‑time 10‑month schedule, with emphasis on accuracy, discretion, and collaborative service.

Qualifications

• Associate’s degree required; bachelor’s degree strongly preferred.
• Relevant administrative experience, preferably in higher education.
• Proficient with Microsoft Office; comfortable with institutional software systems.
• Excellent organizational, verbal and written communication skills.

Responsibilities

• Provide administrative support to the Director and staff, including scheduling, budget documentation, and meetings.
• Serve as welcoming first point of contact for students, campus partners, and the public.
• Maintain records, calendars, forms, and procedures to support accurate operations.
• Support student organizations, GLOs, rosters, forms, and event logistics.

Skills

Microsoft Office proficiency

Communication

Organizational skills

Customer service

Teamwork

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Presence

Jenzabar

Job description

The Administrative Assistant provides administrative and operational support to the Director and professional staff and helps the Center for Student Engagement, Inclusion and Belonging maintain organized, accessible, and responsive services for students. The position serves as a welcoming first point of contact for students and campus partners and is responsible for administrative processes that allow the CSEIB to operate effectively. This individual also works closely with student leaders, student organizations, Greek Lettered Organizations (GLOs), and student employees. The position supports established processes and helps ensure that information, forms, calendars, records, and routine administrative work are accurate, timely, and accessible.Essential FunctionsThe following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.Provide administrative support to the Director of Student Involvement and CSEIB professional staff, including maintaining budget documentation, organizing meetings, supporting communications, and assisting with scheduling and planning.Serve as a welcoming first point of contact for the CSEIB, including for students, student leaders, student organizations, GLOs, College employees, campus partners, and members of the public.Respond to routine questions and appropriately direct questions or concerns to the appropriate CSEIB staff member or campus office, keeping the Director and relevant staff informed of issues that arise.Maintain CSEIB records, shared files, forms, templates, procedures, calendars, and other administrative documentation to support accurate and efficient operations.Assist with routine administrative processes, including requisitions, reimbursements, purchasing documentation, equipment checkout, room or space reservations, tabling logistics, and related office needs.Support the CSEIB calendar and help ensure that meetings, events, deadlines, and student engagement opportunities are accurately represented and communicated.Provide administrative support for student organization and GLO processes, including maintaining rosters, officer information, required forms, registration materials, and other organization records.Assist with Presence, Jenzabar, and other software systems by entering or maintaining information, supporting forms and workflows, preparing reports, and helping ensure data accuracy and consistency.Maintain student engagement data and assessment processes by maintaining interaction records, organizing event and program information, and assisting with recurring reports and summaries.Assist with CSEIB programs, events, and initiatives, including event registration, logistics, materials, reservations, communications, attendance tracking, and post-event documentation.Coordinate with campus partners such as Information Technology, Institutional Research, Admissions, Residential Life, Student Success, Campus Services, Accounting, and other offices as appropriate.Perform other duties and responsibilities consistent with the position and assigned by the Director.Qualifications:Associate’s degree required; bachelor’s degree strongly preferred. Equivalent education and relevant experience may be considered.Relevant administrative experience, preferably in higher education.Proficiency with Microsoft Office; comfort learning institutional technology and administrative systems.Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.Excellent verbal and written communication skills.Ability to work effectively with students, faculty, staff, and community members from a wide range of backgrounds and experiences.Ability to handle confidential information with discretion, sound judgment, and professionalism.Ability to take initiative, solve routine problems, follow established processes, and identify opportunities for practical improvement.Demonstrated ability to work collaboratively as part of a team and independently when appropriate.Commitment to providing welcoming, student-centered service in a higher education environment.Preferred QualificationsExperience working with students in a college or university administrative or student services environment.Experience with student information systems, event-management platforms, engagement platforms, or comparable technology.Experience with data entry, reporting, assessment, or dashboard-related work.Experience coordinating events, meetings, calendars, and/or administrative projects.Additional Job DetailsJob Title: Administrative Assistant for the Center for Student Engagement, Inclusion and Belonging (CSEIB)Department: Center for Student Engagement, Inclusion and BelongingReports To: Director of Student Involvement and the Center for Student Engagement, Inclusion and BelongingStatus: Hourly, 10-month, full-timeDate Last Revised: October 2026About Illinois CollegeIllinois College is a residential, private liberal arts college located in the heart of Illinois, 70 miles northeast of Saint Louis, Missouri, and 30 miles west of Springfield, the capital of Illinois. True to its founding vision in 1829, Illinois College is a community committed to the highest standards of scholarship and integrity in the liberal arts. The College develops in its students’ qualities of mind and character needed for fulfilling lives of leadership and service, fostering academic excellence rooted in opportunities for experiential learning while preparing students for lifelong success.