Administrative Assistant I

Joliet Junior College; West Allis (WI); On-site; USD 30,000 - 32,000; Full time

Job summary

Joliet Junior College in Wisconsin invites applications for the Administrative Assistant I (TEMP) to provide essential administrative support to the Entrepreneur and Business Center. Responsibilities include maintaining grant records, tracking deadlines, preparing correspondence and reports, updating departmental guides, and monitoring budgets and expenditures.

Additional duties include processing financial transactions, managing department credit card accounts, coordinating travel and visits,

Qualifications

• Associate’s degree or equivalent experience required.
• Two years of professional work experience.
• Strong written and oral communication skills.
• Proficiency in MS Office applications and Canva; ability to learn department software including HubSpot.
• Discretion with confidential information and strong customer service.
• Ability to collaborate across college departments and external partners.

Responsibilities

• Provide administrative support to the department manager and EBC team.
• Manage grant records, deadlines, and related reports.
• Monitor budgets and process financial transactions.
• Reconcile department credit card statements and budget adjustments.
• Coordinate appointments, travel, and event logistics; assist with presentations and trainings.
• Prepare correspondence and internal/external reports; support publication of events.

Skills

MS Office

Canva

HubSpot

Written and oral communication

Detail-oriented

Education

Associate’s degree

Bachelor’s degree preferred

Tools

HubSpot

Canva

Job description

Position Title: Administrative Assistant I (TEMP)

Status: Full Time (Grant Funded)

Department: Entrepreneur & Business Center (EBC)

Division: Office of Inclusive Excellence

Classification: Non-exempt

Union: Non-Union Support

Reports To: Manager, Entrepreneur & Business Center

Placement: Grade 106

Hiring Range: $21.74 - $23.04 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

Position Summary

Provides administrative support to the Entrepreneur and Business Center. Responsibilities include maintaining grant records; tracking deadlines; preparing correspondence and reports; updating departmental guides; budget monitoring; processing financial transactions; managing credit card accounts; coordinating appointments, travel, and departmental activities; and overseeing office supplies. Other tasks include helping the EBC team manage, run and publicize events and seminars including web postings, flyer creation, overseeing signups, event flow, and presentation building.

Essential Job Duties and Key Responsibilities

• Provide support to the department manager as well as team members for overall administrative and coordination of functions within the office. Provide for support seminars, events, and classes.
• Assist with research and analysis of data for complex grant reporting, i.e., activity tracking and financial reporting with documentation for grant execution.
• Maintain grant records.
• Update and maintain annual grant calendar to track deadlines, communication, grant agreements, and reporting.
• Prepare correspondence, documents, compile data for internal and external reports, and other related materials.
• Assist team with department projects including presentations and trainings.
• Be cross‑trained and perform related tasks for all areas within the EBC.
• Process purchase requisitions, transfers, direct pay vouchers, invoices, and budget adjustments; maintain department credit card account, reconcile credit card statements; track department budget.
• Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and records, and assist with the planning and organization of department activities.
• Maintain professional organization memberships and subscriptions.
• Work closely with cross functional departments within JJC and outside organizations i.e., Chambers and Economic Development bodies.
• Assist teams with presentations and event organizing.
• Perform related duties as assigned.

Minimum Qualifications

• Associate’s degree; or in lieu of Associate’s degree, must have equivalent college credit hours or related experience.
• Two (2) years of professional work experience.
• Strong written and oral communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle multiple tasks and responsibilities simultaneously.
• Proficient in MS Office Applications plus Canva, and ability to learn department and job specific software systems including HubSpot.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• 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.
• Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

Preferred Qualifications

• Bachelor’s Degree in related subject.
• Workday experience.
• English and Spanish verbal and written communication proficiency.
• Demonstrated multicultural competence.

Physical Demands

• Normal office physical demands.
• Ability to travel between campus locations and to and from community events.

Working Conditions

• Duties are performed indoors in the usual office and/or outdoor environment.
• Some weekends required.

Benefits

• Non-Union Support Staff, Professional, Administrative Full Time/Part Time: Full time Union (If Applicable): TOSSC Scheduled Hours: 40

Founded in 1901 as the nation’s first public community college, JJC’s dedication to student learning, community prosperity, and personal growth has influenced generations of students and community partners. Our five campuses and extension centers ensure accessibility and empower 30,000 students annually to improve their lives through the power of education. Our commitment to our mission drives the change and innovation necessary to meet the evolving needs of our students, employees, and community. Our continued success is drawn from talented, diverse, and committed employees whose knowledge and passion for education create a thriving culture both in and out of the classroom. JJC supports an inclusive and collaborative environment where everyone can learn, grow, and perform at their best. We invite you to apply your skills and experience in a way that supports excellence and rewards your contributions. Join our family and make JJC your first choice!

Annual CLERY SAFETY REPORT (ASR) NOTICE

Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security report is available at the JJC Police Department website: along with other safety information. If you would like to receive the ASR in booklet form, you may stop by the Campus Police Department located on Main Campus in G-1024 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses. This information is required by law and is made available by the Joliet Junior College Police Department.