Senior Administrative Assistant – Calendars, Records & Projects

Elgin Community College; Elgin (IL); On-site; USD 35,000 - 55,000; Full time

Job summary

Elgin Community College is looking for an Administrative Support employee to provide essential clerical duties within the department. Responsibilities include maintaining records, organizing schedules, and assisting visitors. Ideal candidates will have an Associate's degree and 3 years of administrative experience, with strong skills in Microsoft Office and excellent communication.

This role is critical in supporting faculty and students, and requires flexibility in scheduling for departmental needs. Join our team to help foster a diverse and productive educational environment.

Qualifications

• Minimum of 3 years related administrative experience or equivalent training.
• Must handle confidential information with discretion.
• Capable of maintaining or processing account records.

Responsibilities

• Perform a variety of administrative and clerical duties.
• Create and maintain filing systems and databases.
• Coordinate office activities, schedules, and meetings.
• Provide support during increased volume of work.

Skills

Microsoft Office Suite proficiency

Research skills

Organizational skills

Interpersonal interaction skills

Verbal communication skills

Written communication skills

Adaptability to new technology

Education

Associate's degree or equivalent

Tools

Databases

Job description

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 collaborate and interact with the faculty, staff and students. Immediate supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

1. Associate's degree (AA) or equivalent from a two-year college or technical school with a minimum of 3 years related administrative experience or equivalent combination of training and experience.
2. Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
3. Considerable skills in researching topics online.
4. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
5. Working skills in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
6. Working skills in verbal and written communication.
7. Working skills in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
8. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

1. Working knowledge using databases, including enterprise-wide databases (e.g. Colleague).

Essential Duties:

1. Perform a variety of administrative and clerical duties, including, but not limited to:
• Collect and prepare information for reports, proposals, documents, manuals, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.
• Research and process documents to update and maintain files/records.
• Establish and maintain filing systems.
• Compose, format and type routine correspondence, reports and other documents.
• Create and maintain databases.
• Verify discrepancies and make corrections.
• Coordinate office and departmental activities.
• Coordinate calendars, schedules, training, travel arrangements, meetings and special events.
• Post information on college intranet and other electronic communication systems.
• Greet and assist office/department visitors.
• Answer and route telephone calls.
• Sort and distribute mail, identifying priority items.
• Enter and retrieve data and information from computer systems and software applications.
• Disseminate information.
• Assist with projects that are central to the operation of the department/office.
• Order office and program supplies, including arranging for equipment maintenance.
• Maintain or process account records, accounts receivable or accounts payable. May monitor, reconcile or process transfers for budget accounts and monitor budget.
• Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information as requested.
• Serve as a liaison to the faculty, students, other employees or members of the outside community.
2. Maintains required training, licensure and/or certifications
3. Maintains confidentiality of privileged information and adheres to applicable privacy laws
4. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
5. 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.
6. Adheres to department guidelines for attendance and punctuality