Administrative Assistant III - SBCT

Elgin Community College; Elgin (IL); On-site; USD 36,859 - 49,145; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long-Term Disability Insurance

FSA/DCA/Commuter

Retirement Plans

Paid Time Off

Tuition Reimbursement

Employee Assistance Program

Sick Banks

Job summary

Elgin Community College is seeking an Administrative Support Specialist to provide clerical and reporting support within the department. This full-time role offers the chance to contribute to efficient operations and accurate documentation.

Workdays are Monday through Friday, 8:00 AM to 5:00 PM, with occasional evenings/weekends as needed. The position provides benefits, professional development, and a collaborative work environment.

Qualifications

• Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of training and experience.
• Interpersonal skills to work with diverse individuals.
• Strong organizational, verbal and written communication.
• Proficiency in MS Office.
• Ability to work a flexible schedule including evenings and weekends.

Responsibilities

• Provide administrative support to the department and prepare routine reports.
• Maintain filing systems, coordinate calendars and meetings.
• Greet visitors and route calls; handle confidential information.
• Process requisitions, monitor budgets, and generate budget reports.
• Assist with inputting division course offerings and related materials.

Skills

Interpersonal skills

Organization skills

MS Office proficiency

Flexibility (evenings/weekends)

Education

Associate's degree (AA) or equivalent

Tools

MS Office Suite

Job description

About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

Mondays thru Fridays, 8:00 AM - 5:00 PM

Rate of Pay:

This is a Full-Time Support Staff position at grade 11, with an annual salary range of $36,859 to $49,145. The salary offer will be based on education and experience, in alignment with the College’s compensation philosophy and the current Collective Bargaining Agreement (CBA), if applicable.

Benefits:

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retirement Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Sick Banks

FLSA Status:

Non-Exempt

Grant Funded:

No

Job Summary:

An employee in this classification performs work of routine difficulty by providing administrative support to the department. Work is distinguished by the ability to effectively and accurately prepare reports and routine correspondence and to maintain an effective record system. Immediate supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

1. Associate\'s degree (AA) or equivalent from two-year college or technical school; or equivalent combination of training and experience.
2. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
3. Working skills in organization, verbal and written communication.
4. Good knowledge of MS Office Suite.
5. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

N/A

Essential Duties:

1. Perform a variety of administrative and clerical duties for the department, including, but not limited to:
   1. Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.
   2. Research and process documents to update and maintain files/records.
   3. Establish and maintain filing systems.
   4. Compose, format and type routine correspondence, reports and other documents.
   5. Verify discrepancies and make corrections.
   6. Coordinate office and departmental activities.
   7. Coordinate calendars, schedules, training, travel arrangements, meetings and special events.
   8. Post information on college intranet and other electronic communication systems.
   9. Greet and assist office/department visitors.
   10. Answer and route telephone calls.
   11. Enter and retrieve data and information from computer systems and software applications.
   12. Disseminate information.
   13. Assist with projects that are central to the operation of the department/office.
   14. Order office and program supplies, including arranging for equipment maintenance.
2. Responsible for departmental accounting, including, but not limited to:
   1. Process requisitions for accounts payable.
   2. Initiate budget transfers.
   3. Monitor department budget accounts.
   4. Generate budget reports.
   5. Track general ledger accounts.
   6. Address payment inquiries.
   7. May reconcile department purchasing card expenses.
3. Maintains required training, licensure and/or certifications
4. Maintains confidentiality of privileged information and adheres to applicable privacy laws
5. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
6. Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
7. Adheres to department guidelines for attendance and punctuality

Other Duties:

1. Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.
2. May assist in inputting the division’s course offerings each semester into the college’s enterprise-wide database system (e.g. Colleague), maintain changes/updates, coordinate faculty contracts and resolve room conflicts.
3. May order and distribute textbooks and supplemental materials for faculty.
4. May assist in maintaining division course outlines using the college’s curriculum management software.
5. Perform other job-related duties as assigned which pertain to the job description.
6. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Physical Demands:

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 07/16/2026. Elgin Community College Support Staff Association (SSECCA) members that apply by 07/27/2026 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.