Senior Department Assistant

Oakton College; Des Plaines (IL); On-site; USD 49,000; Full time

Job summary

An established educational institution is seeking a Senior Department Assistant to provide essential administrative support to its community. This role involves preparing salary reports, managing payroll adjustments, and assisting faculty and students in navigating college policies. The ideal candidate will possess strong organizational skills, excellent communication abilities, and proficiency in office software. Join a dynamic team committed to fostering an inclusive and supportive environment, where your contributions will directly impact the success of both staff and students.

Qualifications

• Provides administrative support to staff, faculty, and students.
• Experience with college databases and payroll adjustments.

Responsibilities

• Prepare salary reports and process timesheets for adjunct faculty.
• Monitor budget expenditures and assist with departmental activities.

Skills

Professional communication skills

Organizational skills

Data entry skills

Microsoft Office proficiency

Google Suite proficiency

Attention to detail

Education

Associate's degree

Two years of general office experience

Tools

Ellucian Banner

Microsoft Excel

Job description

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Location: Des Plaines, IL | Category: Staff | Posted On: Fri Mar 21 2025

Job Description

Basic Function and Responsibility: The Senior Department Assistant, under supervision, provides administrative and office support services to the Oakton community, including staff, faculty, and students. Exercises independent judgment with confidential information based on college policies. Supports adjunct faculty through policy guidance, data tracking, and partnering with Payroll.

Characteristic Duties and Responsibilities

• Prepare salary and semester LHE reports in compliance with adjunct contracts.
• Utilize ERP system for payroll adjustments and LHE calculations.
• Verify, calculate, and process timesheets for WSAT Readers.
• Prepare forms and spreadsheets for adjunct faculty approvals and salary changes.
• Coordinate professional development funds, assist with policy understanding, and process reimbursements.
• Monitor budget expenditures using financial queries.
• Track data such as Adjunct LHEs and online course development for compliance.
• Support faculty and student success through assistance and guidance.
• Schedule work based on priorities and handle service requests.
• Assist with special events, programs, and departmental activities as delegated.
• Update division webpages as directed.
• Create and maintain confidential electronic records.
• In the absence of the Division Office Manager, assume administrative responsibilities.
• Perform other related duties as assigned.

Job Requirements

• Associate's degree or equivalent experience.
• Professional communication skills with diverse audiences.
• Ability to navigate college databases; experience with Ellucian Banner preferred.
• Two years of general office experience, including one year of administrative support.
• Strong organizational skills and attention to detail.
• Proficient keyboarding and data entry skills.
• Excellent written and verbal communication skills.
• Intermediate Microsoft Office and Google Suite skills, with advanced Excel skills.

Physical Demands

Light lifting (up to 10 lbs.), sitting, standing, walking, and mobility around campus. Work performed in a typical office environment.

Additional Information

Supervision: Receives functional supervision from the Division Office Manager and administrative supervision from the Dean. Exercises supervision over staff and student employees.

Hours: 7:30 am - 4:15 pm

Salary: $23.97/hour, approximately $48,310 annually, based on summer hours schedule.

Oakton College is an equal opportunity employer committed to diversity and a harassment-free environment.

Out-of-State Employment: Employees must reside in Illinois, Indiana, or reciprocal states (Iowa, Kentucky, Michigan, Wisconsin). Primary residence must be maintained in these states for tax and employment compliance.