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Administrative Assistant I (Career Services) job

McHenry County CollegeCrystal Lake, IL
McHenry County College jobs

Company

Salary

Skills

Benefits

Company Description

McHenry County College is in Crystal Lake, Illinois. McHenry County College is an institution for higher education that is serving since 1967. McHenry County College is the premium community college in the vicinity of McHenry County, Crystal Lake. McHenry County College brings you the opportunity to have both credit and non-credit programs. McHenry County College has approximately 700 full and part-time workers, 93 tutors, 22+ student organizations, and 116 scholarships. McHenry County College has a professional team of 500 – 1,000 staff members. McHenry College County has a board of trustees that missions to provide quality education to the students enrolled in McHenry County College. If you have good communication, negotiation, management, and teaching skills, send in your job applications at McHenry County College.

Job Description



Position Information Position Information Posting Number MAIN 2019-382-REQ

Job Title Administrative Assistant I (Career Services)

Department Career Services

FLSA Status Non-Exempt

Position Grade 7

Job Type Staff

Employee Type Full Time

Hiring Range MIN / commensurate with experience

Grant Funded No

Work Year 12 Months

Work Year-Other Information

Typical Work Schedule

40 hours, flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Bargaining Unit Eligibility Yes-Staff Council

Work Week 40 Hours

Work Week-Other Information

Position Summary

Assist Coordinator of Career Services with logistics of career and work-based learning service delivery and program offerings.

Responsible for providing administrative support to a College department. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the department.

Reports to Administrator of the assigned department

Essential Functions and Responsibilities

Provide administrative support and reception/customer service to the assigned department Administrator and office staff, responding to a wide variety of inquiries from College employees, students, and community members
Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
Coordinate external divisional/departmental events as requested by Administrator of the assigned department
Assist in data gathering, documentation, and preparation of various department procedures
Compile information for governmental and institutional entities and assist in preparing reports
Facilitate the Administrators administrative processes
Enter data and extract information from the Colleges ERP or other College software/systems, including but not limited to, generating reports and preparing Notification of Assignments (NOAs)/stipends
Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and mainframe budget software. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
Maintain an up-to-date central filing system
Perform general clerical duties word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
Provide complete, accurate, and timely information to Administrator, faculty, staff, students, and the community regarding office and other College procedures
Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
Develop and keep up-to-date procedure manuals for the various areas within the department
Provide daily direction and training for staff and student employees
Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
Maintain currency in college processes and technologies
Perform related administrative support duties specific to the assigned department and assigned by the Administrator
Assume additional duties as assigned by immediate supervisor

Qualifications High School Graduate or equivalent plus specialized training

Desired Qualifications

QUALIFICATIONS ( EDUCATION / CERTIFICATION / EXPERIENCE ):

High school diploma or equivalent, specialized training and/or coursework
One to three years related experience

DESIRED QUALIFICATIONS :

Bachelors degree from a regionally accredited institution
Prior experience supporting a similar academic department
Bilingual (Spanish/English) language skills

Skills and Specifications

Ability to manage calendars at the director or above level
Ability to assess situations and bring them to department Director appropriately
Strong customer service orientation
Technological orientation, including the ability to learn new computer applications, including College ERP
Ability to deal with complex and/or stressful situations with relative ease and a professional demeanor
Thorough knowledge of modern office technology and procedures
Interest and ability to continuously improve processes
Ability to work independently with minimal supervision and take initiative to resolve or complete duties in a timely manner
Ability to work and communicate effectively with a wide range of co-workers, applicants, students, community members and vendors
Ability to maintain confidentiality, discretion and integrity
Strong written and oral communication skills
Proven problem-solving skills
Ability to work efficiently, effectively and accurately with a strong sense of timeliness
Ability to work under pressure and handle change
Ability to handle multiple tasks and ongoing projects
Ability to safely handle push/pull carts up to 40 pounds (heavy books, packages, etc.) and lift up to 25 pounds unassisted
Proficient in Microsoft Suite and internet
Organizational and planning skills
Detail oriented
Excellent proofreading skills
Strong detail, follow-through, and organizational skills
Commitment to and respect for diversity and the MCC Behaviors of Excellence
Commitment to the College mission, vision, values and goals
Ability to perform all of the essential functions, skills, and specifications of the position

Location Main Campus

Application Deadline Date

Application Review Begins 12/02/2019

Special Instructions to Applicants

Assessments
Estimated annual salary
$39,072
average
Minimum
$28,113
Maximum
$55,749

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Vacation & Paid Time Off

McHenry County College

Type

College / University

Size

Medium

Revenue

$10M to $25M

Location

8900 Us Highway 14Crystal Lake, IL, 60012and others

Industry

Education/Training

Founded

1967

CEO

Clinton Gabbard

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Administrative Assistant I (Career Services)McHenry County CollegeCrystal Lake, IL
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