College Transitions Assistant

Basic Function and Responsibility

This role provides direct support to the Administrator and department managers as directed, facilitating coordination of intradepartmental operations, interdepartmental collaborations, and external partner connections.

• Assist the Administrator and department staff in composing and disseminating accurate information to various audiences via multiple modalities (creating and reviewing departmental standard operating procedures, webpages, informational repositories/databases, annual internal and external reports or memoranda, partnership agreements, promotional materials, handbooks/catalogs, instructional guides, and other department-related resources).
• Create and/or employ orderly departmental processes and practices for managing digital and physical files and databases.
• Order and store departmental office supplies and other materials.
• Receive and respond to incoming department‑related inquiries and emergent issues by resolving matters in a timely fashion or referring them to appropriate personnel, departments, or divisions.
• Manage logistical details for events, including collaborating with relevant personnel, securing meeting locations, catering, and other necessary supplies.
• Accurately manage budget expenditures, including tracking account balances per budget code, documenting departmental professional development opportunities and expenses, completing pre‑ and post‑travel forms, and invoicing accounts payable and receivable according to established guidelines.
• Manage the Administrator’s calendar, scheduling ad‑hoc or routine meetings with internal and external stakeholders, arranging travel itineraries and other logistics, accepting or confirming appointment requests on behalf of the Administrator, and ensuring the schedule is free of conflicting events. May also support scheduling partnership‑related meetings for functional supervisors as directed.
• Manage all Administrator requests for technological support and office equipment, adhering to established policies and procedures.
• Attend meetings and events to support the Administrator or department managers in gathering or disseminating department‑related information and tracking subsequent action items.
• Perform other job‑related duties as assigned, including ancillary support to department specialists and coordinators and the division at large.

Administrative supervision is received from the Assistant Vice President for Student Affairs and College Transitions. Functional supervision is received from the Senior Manager of Early College and the Transfer Partnerships Manager.

• An associate degree (in Office Administration or related discipline) is required. A bachelor’s degree in a related discipline is preferred.
• A minimum of three years of office experience, including a wide range of high‑level administrative and general office support services.
• Intermediate proficiency in using Microsoft Office applications and the Google Suite platform is required; strong proficiency is preferred.
• Ability to work independently and interdependently, with keen attention to detail and anticipation of Administrator or departmental needs.
• Highly developed verbal communication, organization, time management, and task management skills, demonstrating the ability to prioritize work appropriately.
• Ability to correctly assess problems and identify and implement effective, efficient solutions.
• Basic knowledge of high school and higher education environments.
• Ability to communicate/interact professionally, respectfully, and tactfully with people of different levels of education, cultural backgrounds, and life experiences.
• Must handle sensitive and confidential matters and materials with utmost discretion, applying established policies and procedures as appropriate or using sound judgment.

None

Work is performed in a general office environment and is primarily sedentary, with no or minimal exposure to adverse working conditions. May be required to lift or carry materials or equipment up to 10 lbs, and should be able to reach above one’s shoulders. There may be periods of sitting, standing, walking, kneeling, bending, and stooping. Must be able to move from building to building on campus and to visit off‑campus entities as directed.

Hours:

Monday – Friday 7:45 a.m. – 4:30 p.m. hours may vary due to departmental needs.

Salary:
The hourly salary of this position is $22.29, which equates to $44,912 annually based on Oakton’s summer hours schedule.

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

Equal Opportunity Employer