Full Time Administrative Assistant - Academic Year

Augustana College; Rock Island (IL); On-site; USD 18,000 - 25,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Retirement plan with company match

Paid time off and holidays

Tuition benefits for employees and are

Access to campus facilities

Job summary

Augustana College in Rock Island, Illinois, is seeking an Administrative Assistant to support one of our academic departments. This 40-hour per week, full-time academic-year position runs from late August through May with summers off.

The role emphasizes welcoming students, faculty and staff, handling office tasks, managing budgets, and coordinating events while supporting a collaborative campus community.

Qualifications

• 1-3 years of demonstrated experience providing administrative support.
• Strong verbal and written communication skills.
• Excellent computer skills with a working knowledge of Microsoft Office products and ability to learn Web basics.

Responsibilities

• Answers phone calls, greets visitors and provides a warm welcome while meeting the needs of students, faculty members, and others.
• Provides basic services for students & faculty including copying class materials and preparing documents.
• Responsible for hiring, training and supervision of student workers as needed; creates schedules and maintains time cards.
• Maintains department websites and social media postings.
• Oversees departmental budget and invoices; reconciles P-cards.
• Plans and coordinates events and receptions for the department.
• Oversees and maintains supplies for the department; serves as backup support.
• Assists with special projects and duties as assigned.

Skills

Verbal communication

Written communication

Microsoft Office

Learning new tools

Time management

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

At Augustana College, we don’t just educate students - we empower them. As a nationally recognized college of the liberal arts and sciences, we invest in engaged learning, maximizing student potential, and building strong community partnerships, the driving forces of our Bold & Boundless Strategic Plan (2024-29).

For our 2,500 students, Augustana offers a collaborative and student-focused environment, in which faculty and staff play an active role in shaping futures through hands-on learning, mentorship and leadership development. Located on a scenic, wooded campus in Rock Island, Illinois, Augustana is part of the vibrant Quad-Cities metropolitan area (pop. 470,000), about a 3-hour drive from Chicago.

We seek mission-driven professionals who are passionate about student success, innovation and making an impact. If you thrive in an environment that values curiosity, collaboration and the power of transformative education, we invite you to bring your talents to Augustana.

Administrative Assistant - Full-Time Academic Year Opportunities

Join our dynamic academic team as an Administrative Assistant supporting one of our college's academic departments. This role follows the academic calendar, working from late August through the end of May, with summers off - perfect for those seeking a balanced work-life rhythm aligned with the school year. If you're organized, collaborative, and enjoy supporting faculty, staff and students we encourage you to apply!

Job Title

Academic Administrative Assistant

Status

Non-Exempt, Full-Time Academic Year

Wage Grade

720

Reports To

Academic Department Chair(s)

Primary Duties

• Answers phone calls, greets visitors and provides a warm welcome while meeting the needs of students, faculty members, and others interacting with the designated academic departments.
• Provides basic services for students & faculty members including copying of class materials, preparing documents and providing information about activities and offerings of the department.
• Responsible for the hiring, training and supervision of student workers as needed. Assigns projects, creates schedules, and communicates expectations. Maintains electronic student worker time cards and submits these to payroll in a timely manner.
• Maintains and updates the department websites and social media postings.
• Oversees departmental financial management such as reconciling P-cards, managing the departmental budget and paying invoices.
• Plans and coordinates special events such as banquets, open houses, faculty interviews, guest speakers, and other events.
• Oversees and maintains adequate supplies of office materials and other needs for the department
• Serve as backup administrative support to other departments as needed.
• Assists with special projects, events and other duties as assigned.

Skills & Experience

• 1-3 years of demonstrated experience providing administrative support for a variety of individuals.
• Strong verbal and written communication skills.
• Excellent computer skills with a working knowledge of Microsoft Office products and ability to learn Web basics.
• Ability to work with limited supervision, prioritize work, and meet deadlines with a high degree of detail orientation and accuracy.
• Excellent customer service skills and ability to work with a diverse group of colleagues, faculty members, members of the campus community, students and parents.
• Time management skills to handle multiple priorities in an environment of frequent interruptions.

Education

High School Diploma or GED required. Additional education preferred.

Additional Information

This position is budgeted to pay $15.45 per hour. We offer a competitive benefits package designed to support the needs of employees. Full-time employees are eligible for a comprehensive range of benefits including:

• Medical, dental, vision insurance
• Flexible spending accounts or health savings accounts
• Life insurance, disability insurance, and supplemental insurance programs
• Retirement plan with a generous company contribution
• Excellent paid time off/holiday benefitsTuition benefits for employees and their family members
• Access to company facilities (gym, pool, health center, etc.)
• You can learn more about our benefit programs at our Benefits website.

Work Environment

This position works in a standard office environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to lift 25 pounds on a frequent basis.
• Also required is the ability to listen, hear, speak, read, write, climb stairs, bend, stoop, and stand for intermittently long periods of time.
• Must be able to use a computer to accomplish a variety of job tasks.

Expected hours of work

Academic Year / 40 hours per week

This is a full time position with a 40 hour work week. Standard days and hours of work are Monday – Friday 8:00 a.m. through 4:30pm during the academic year. On rare occasions and subject to supervisor approval, overtime may be required.

Travel

Little to no travel is expected for this position.

EEO Statement

Augustana is an Equal Opportunity Employer. It is Augustana College’s policy to provide equal opportunity to all qualified employees and applicants without regard to race, color, religion, gender, age, national origin, disability and any other category protected by federal, state or local law.

Note

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities are subject to change at any time with or without notice.