Administrative Assistant II - Math, Science, and Health Services

McHenry County College; Bull Valley (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

McHenry County College seeks an Administrative Assistant II to deliver high-level administrative support within an assigned department. You will assist senior administrators, greet and help employees, students and external customers, and ensure smooth operation of administrative tasks.

The role requires coordinating meetings, preparing documents, data gathering for reports, and maintaining filing systems and calendars. Experience with ERP and budgeting tasks is a plus.

Qualifications

• Associate’s degree from a regionally accredited institution or equivalent
• Three to five years related experience

Responsibilities

• Provide administrative support and reception for the department Administrator and chairs.
• Create and maintain documents (forms, agendas, minutes) per branding standards.
• Assist with data gathering, reporting, and disseminating information.
• Coordinate meetings and events; draft agendas and arrange facilities/catering.
• Coordinate internal and external logistical arrangements for department events.
• Develop familiarity with College Strategic Plans and-related activities.
• Assist with compiling information for governmental and institutional reports.
• Manage data entry, reports, and course/employee information in ERP systems
• Support standing committees and maintain up-to-date filing and calendars
• Provide timely information on office procedures to staff and students

Skills

Administrative support

Customer service

Education

Associate’s degree

Tools

MS Office

ERP systems

Record keeping

Job description

Workweek

40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Position Summary

The Administrative Assistant II is responsible for providing high-level administrative support to the department’s senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees, students and external customers while maintaining smooth operation of the department’s administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater McHenry County College (MCC) community.

Departmental Specific Duties

Math and Science: The Administrative Assistant II will provide support to Biology, Chemistry, Earth Science, Geography, Horticulture, Math, and the Physics departments.

Health Services: The Administrative Assistant II will provide support to Kinesiology and Health Studies, Health Information Management, Nursing, Nursing Assistant Education, Occupational Therapy Assistant, Physical Therapy Assistant, Radiologic Technology, Respiratory Therapy, and Diagnostic Medical Sonography departments.

Essential Job Functions and Responsibilities

• Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members
• Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
• Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
• Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
• Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
• Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off campus location, external agency assessments,
• Develop and maintain a working familiarity with the College Strategic Plan and related activities
• Assist in data gathering, documentation, and preparation of various department procedures
• Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports
• Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations
• Enter data and extract information from the College’s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds
• Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
• Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
• Maintain an up-to-date central filing system
• Perform general clerical duties – word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
• Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and other College procedures
• Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
• Develop and keep up-to-date procedure manuals for the various departments within the Division
• Provide daily direction and training for staff and student employees
• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
• Maintain currency in college processes and technologies
• Perform related administrative support duties specific to the assigned department and assigned by the Administrator
• Assume additional duties as assigned by immediate supervisor

Required Qualifications

• Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework
• Three to five years related experience

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment.

MCC is committed to fostering an inclusive and accessible college community.

To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at [e-mail].