Administrative Assistant of GDH

Knox College; Galesburg (IL); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Health Insurance

Vision

FSA/HSa/ Dependent Care

Employer-Paid Basic Life & LTD

Voluntary Life

Retirement Plan

Paid Time Off

Employee Assistance Program

Job summary

Knox College invites applications for an Administrative Assistant to support academic departments in the social sciences and humanities. The role is a 40-hour per week, 10-month position based in Galesburg, IL, reporting to the Provost and Dean.

Duties include coordinating meetings, managing supplies, travel reimbursements, and assisting with campus events. Candidates should have a high school diploma (college degree preferred) and clerical experience.

Qualifications

• Formal Education: A minimum of high school degree (college degree preferred).
• Clerical experience and ability to learn software and business machines.
• Strong interpersonal and communication skills for a welcoming environment.
• Ability to work with diverse individuals and manage multiple projects.

Responsibilities

• Organize meetings, workshops, conferences and educational programs with catering and facilities support.
• Maintain office supplies, name badges and business cards for departments.
• Process purchasing and travel expense reimbursements for departments.
• Coordinate campus visitor arrangements including lodging and meals.
• Support faculty searches and manage Interfolio files.
• Monitor and order supplies, troubleshoot copiers and assist with PDFs and Xerox.
• Sort and deliver mail; oversee building spaces and safety communications.
• Provide information on campus policies and office workflows.
• Assist with other duties to support the academic program.
• Most administrative assistants do not supervise staff, but may supervise student workers.

Skills

Interpersonal skills

Multitasking ability

Event planning

Communication skills

Education

High school diploma

College degree preferred

Tools

Google Suite

MS Office

Adobe Acrobat Pro

InDesign

Canva

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant of GDH

ADMINISTRATIVE/BENEFITED FULL TIME Galesburg, IL, US

Salary Range: $17.00 To $20.00 Hourly

Administrative Assistant in Academic Affairs

Knox College invites applications for an Administrative Assistant to serve as support for academic departments in the social sciences and the humanities. This position is a 40-hour a week, 10-month position. Reporting to the Provost and Dean of the College and under the supervision of the Executive Assistant to the Dean of the College, the Administrative Assistant supports the academic program at Knox and works closely with faculty, staff, and students in many different ways. The Administrative Assistant is based in George Davis Hall, overseeing daily operations in the building, and providing support to departments and programs in that building, Old Main, Borzello, and Old Jail.

Assistants provide administrative support for faculty in their respective buildings, providing information and resources in order to support teaching and learning. They complete a wide variety of departmental management tasks including issues of budget, facilitating communication with the Office of the Dean of the College, and ensuring broad oversight of offices and facilities.

Regular duties include, but are not limited to:

Assisting academic departments in organization of meetings, workshops, conferences, and educational programs including work with catering, facilities services, communications and resources.

Maintaining office supplies and materials, including name badges and business cards for all departments housed in the areas supported.

Assisting departments and faculty with purchasing and travel expense reimbursements.

Assisting with arrangements for campus visitors including lodging, airline, group meals, and other accommodations. Supporting academic departmental searches including management of Interfolio files.

Monitoring, maintaining, ordering supplies,installing parts, stock paper, and troubleshooting copiers. Assist faculty with Xerox, PDFs, and other copier processes.

Collect and deliver mail as appropriate.

Providing oversight of building spaces, including submitting work order requests, updating building directories as needed, and communicating with facilities and campus safety regarding maintenance and safety issues.

Serve as a source of information and provide assistance to faculty and departments regarding campus policies, communication and work flows, Business Office procedures, and other campus offices that the educational program.

Other duties as assigned to support the educational program in areas of responsibility.

Administrative assistants generally do not have supervisory responsibilities but may provide supervision of student workers in the Dean’s Office or academic departments.

Minimum Job Qualifications

Formal Education: A minimum of high school degree (college degree preferred) with clerical (software and business machines) experience and additional training.

Desired Previous Experience: Secretarial/clerical with event planning experience. Skills and Abilities:

Google Suite programs and MS Office suite are expected or ability to learn. Additional knowledge of design software such Adobe Acrobat Pro, InDesign, Canva, etc. is desirable.

Excellent interpersonal skills and the ability to provide a welcoming, professional environment are required.

Ability to work with individuals from diverse backgrounds and experiences and perspectives.

Ability to proactively navigate multiple projects and timelines among a number of departments and faculty.

Description above.

Summary Pay Range:

Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance, and experience. Please note that pay is only one component of total compensation.

• Health Insurance
• Vision
• FSA/ HSA/ FSA Dependent Care
• Employer-Paid Basic Life & LTD
• Voluntary Life
• Retirement Plan
• Paid Time Off
• Employee Assistance Program

In keeping with its commitment to equal rights since it was founded in 1837, Knox College particularly welcomes applications from members of underrepresented groups. Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. In addition, Knox College is prohibited by Title IX of the Education Amendments of 1972 and its accompanying regulations from discriminating on the basis of sex.

The College official responsible for coordinating compliance with this Notice of Non-Discrimination is the Director of Civil Rights & Title IX Compliance. Any inquiries regarding policies that prohibit discrimination and harassment, including Title IX sexual harassment, as well as the policy prohibiting hazing, should be directed to the Director of Civil Rights and Title IX Compliance identified below. Staff in the Office of Civil Rights & Title IX Compliance are available to meet with or talk to students, staff, and faculty regarding issues relating to this Notice of Non-Discrimination and the College’s policies and procedures.

Director of Civil Rights & Title IX Compliance
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
Phone: [phone]
Email: [e-mail]

Inquiries about the application of Title IX to Knox may be referred to the Director of Civil Rights & Title IX Compliance, the United States Department of Education’s Assistant Secretary for Civil Rights, or both. Individuals may also contact the U.S. Department of Education's Office of Civil Rights for additional information.

Office for Civil Rights
U.S. Department of Education-Chicago Office
500 W Madison St., Suite 1475
Chicago, IL 60661-4544
Phone: [phone]
Email: [e-mail]

Inquiries regarding the College’s policies regarding the Americans with Disabilities Act of 1990 (“ADA”), or Section 504 of the Rehabilitation Act of 1973 (“Section 504”) should be directed to the ADA/504 Coordinator identified below:

Employees requesting accommodations may contact:

Human Resources
52 W South St., Alumni Hall, Suite 100 | Campus Box K-200
Galesburg, IL 61401
Phone: [phone] or 309-341-7543
Email: [e-mail]

Students requesting accommodations may contact:

Director of Disability Support Services
Patricia Harden
Umbeck Science and Math Center E111 | Campus Box K183
340 South West Street
Phone: [phone]
Email: [e-mail]

Artificial Intelligence (AI) tools may be used in certain aspects of the candidate review process for this position; however, all employment decisions will be made by a human.