Administrative Assistant II - Math, Science, and Health Services

Mchenry-County-College; Crystal Lake (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

McHenry County College in Crystal Lake seeks an Administrative Assistant II to provide high-level administrative support to senior administrators within assigned departments. The role emphasizes outstanding customer service to employees, students and external customers while ensuring smooth department operations, with a 40-hour work week and potential evenings/weekends.

You will support multiple departments including Math & Science and Health Services, manage meeting logistics, and assist in

Qualifications

• Associate degree or equivalent; 3–5 years of related experience.
• Strong customer service and organizational skills.
• Ability to create and maintain documents and meeting materials per branding standards.

Responsibilities

• Provide administrative support and reception/customer service to the department Administrator and chairs.
• Create and maintain forms, agendas, minutes, and presentation materials per branding standards.
• Support projects by gathering data, proofreading, and updating information in various formats.
• Prepare for meetings and events, draft agendas, invite participants, schedule facilities, and arrange catering.
• Coordinate internal and external events and logistics for the department.
• Assist with data collection for reports (ICCB, HLC, program reviews) and government filings.
• Process budget-related tasks, including requisitions and transfers; monitor ERP transactions.
• Serve as recording secretary for committees and maintain central filing systems.
• Manage Outlook calendars and general clerical duties across departments.
• Provide training direction for staff and student workers and collaborate with stakeholders.

Skills

Customer service

Administrative support

Calendar management

Data entry

Education

Associate degree

Tools

Microsoft Office

ERP systems

Job description

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

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

• 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

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