Administrative Assistant I

Joliet-Junior-College; Joliet (IL); On-site; USD 30,000 - 32,000; Part time

Benefits offered by this job

Benefits package

Job summary

Joliet Junior College is seeking an Administrative Assistant I to provide high-level clerical support to the Technical Education Department. The role involves confidential duties, scheduling, budgeting assistance, and front-line student and staff support.

You will prepare documents, manage schedules, assist with payroll for student workers, and coordinate travel and events. Strong MS Office skills, data entry accuracy, and professionalism are essential for success in a diverse college

Qualifications

• High school diploma or equivalent.
• One (1) year of related experience.
• Ability to perform accurate data entry and proofread carefully.
• General knowledge of modern office procedures.
• Strong personal computer skills and thorough knowledge of Microsoft Office 365 Outlook, Word and Excel for Windows.
• Ability to multitask with attention to detail and organization.
• Ability to work independently and as part of a team while handling confidential information.
• Strong verbal and written communication skills and ability to work with diverse populations.
• Commitment to the college’s core values of respect, inclusion, integrity, and collaboration.

Responsibilities

• Prepare and complete written and digital correspondence, documents, reports, tests, and related materials; update syllabi, curriculum, and files.
• Receive visitors, handle calls, relay messages, provide information, counsel students and part-time instructors.
• Create and adjust semester class schedules using Excel for 15 programs; coordinate with Chair and Program Coordinators.
• Assist chair with departmental budget; process monies, maintain financial records, and coordinate with Purchasing.
• Update and manage marketing literature; design and update displays for events; ensure brand consistency.

Skills

Data entry

MS Office

Communication

Multitasking

Confidentiality

Customer service

Education

High school diploma

Tools

Colleague

Curriculog

Excel

Word

Outlook

Job description

Position Title:Administrative Assistant IJob Description:POSITION TITLE: Administrative Assistant ISTATUS: Part TimeDEPARTMENT: Technical EducationDIVISION: Academic AffairsCLASSIFICATION: Non-exemptUNION: TOSSC-AFT Local 604REPORTS TO: Department Chairperson.PLACEMENT: Grade 106HIRING RANGE: $21.74 - $23.04 hourlyReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.POSITION SUMMARYTo provide a wide variety of highly responsible and complex clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Department Chair. Serves as a secretary to a department head, relieving an administrative official of operational details which involve a great amount of confidentiality and responsibility. May be involved in the staffing and supervision of part-time clerical employees and student workers. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES1. Prepare and complete written and digital correspondence, documents, internal and external reports, tests and other related materials; make copies and distribute as required. Update and maintain syllabi, curriculum, classroom materials, mailing lists, records, handbooks, databases and files.2. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail. Counsel students and part time instructors on issues and college procedures. Provide technical support to department personnel and students with the use of office equipment and software.3. Initiate, develop, and manage semester class schedules using Excel for 15 Associates programs. Collaborate with Department Chair and Program Coordinators to adjust class schedules as needed and execute requested changes.4. Assist chair in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures; maintain accounting and related business records of operations. Maintain college/department credit card. Collaborate with Purchasing Manager on large equipment bids over $25,000.5. Update and manage marketing literature, including brochures, flyers, and promotional materials. Collaborate with the marketing team to ensure consistency in brand messaging across all materials. Design and update displays in building hallways and at events.6. Assist students with class registrations, proficiency and written exams, and related services. Perform registration procedures in Colleague to enroll students into cohort programs, coordinate textbook and material purchases for cohort students.7. Order and maintain inventories of textbooks, supplies and uniforms; communicate with publishers and vendors.8. Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records. Arrange off-campus travel for staff and faculty, including international travel. Research travel options, calculate expenses, and complete conference registrations and budget approvals.9. Prepare payroll for student workers, process course loads and office hours, questionnaires, surveys, vehicle requests, facility use, invoices, purchase requisitions, budget transfers, book adoptions, desk copy requests, work orders and service arrangements.10. Assist all full-time and adjunct faculty in the department; conduct student evaluations of all faculty.11. Perform onboarding processes for new faculty, staff, and student workers.12. Work collaboratively with other departments and/or vendors.13. Review office procedures and suggest to the chair necessary changes.14. Maintain Department organizational chart.15. Participate in achieving departmental and college goals and objectives.16. Perform related duties as assigned.MINIMUM QUALIFICATIONS1. High school diploma or equivalent.2. One (1) year of related experience.3. Ability to perform accurate data entry and proofread carefully.4. General knowledge of modern office procedures.5. Strong personal computer skills and a thorough knowledge of Microsoft Office 365 Outlook, Word and Excel for Windows.6. Ability to perform multiple tasks simultaneously with attentiveness to detail and organization.7. Ability to work both independently and as a team member. To handle confidential information with care and prioritize duties.8. Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.9. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.10. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.PREFERRED QUALIFICATIONS1. Familiarity with Colleague and Curriculog.2. English and Spanish verbal and written communication proficiency.3. Demonstrated multicultural competence.PHYSICAL DEMANDS1. Normal office physical demands.2. Lifting of 25lbs.3. Ability to travel between campus locations and to and from community events.WORKING CONDITIONS1. Duties are performed indoors in the usual office environment.BENEFITSClick on the link for information about JJC's Benefits: Technical Office Support Staff Council (TOSSC)-AFT Local 604Full Time/Part Time:Part timeUnion (If Applicable):TOSSCScheduled Hours:28