Administrative Support Assistant-Massac County Extension Center

Summary

The Administrative Support Specialist will greet customers, answer incoming calls and provide information to callers, schedule appointments, and deliver excellent overall customer service. The Administrative Support Specialist will assist with data entry as needed, reporting, and troubleshooting smart classroom equipment.

The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties. Other related duties which may be required by the Center Coordinator (duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee's class of work).

Student Support

• Answer questions and assist students, staff, faculty, and visitors as needed in a positive, productive manner.
• Screen incoming calls and respond independently when appropriate and possible.
• Notify students by phone, if possible, of an instructor's need to cancel a class and post class cancellation notices.

Administrative Support

• Assist the Coordinator with Center activities.
• Assist with opening, closing, and staffing the facility as needed.
• Maintain office supplies and operating equipment, including smart classroom & interactive video equipment. Makes minor repairs as necessary.
• Maintain common areas to ensure the professional appearance of the building. Alert the Maintenance department if assistance is needed
• Assisting other college/university representatives with setting up tables and chairs to meet with SCC students.
• Manage Center files (student, office, reports)
• Maintain lists of students' phone numbers for classes taught each semester by each instructor.
• Train the student workers as needed.
• Prepare requisitions and send for ongoing expenses to Accounts Payable.
• Collaborate with other college personnel to ensure services are provided to students.

• High school diploma or equivalent
• One year of experience in customer service, clerical, or administrative support
• Proficiency with basic computer applications (e.g., Microsoft Office)

• Excellent organizational, interpersonal, and communication skills, both written and verbal.
• Knowledge of office procedures and recordkeeping.
• Ability to work independently and as part of a team in a fast-paced, service-oriented environment.
• Basic knowledge of office equipment, including smart classroom and interactive video tools, with the ability to perform minor troubleshooting.

Please submit the following documents with your application. Your application will not be considered complete and will not advance if one or more of these documents is missing:

• Resume
• Cover Letter
• Official Transcripts

Shawnee Community College is committed to fostering an inclusive and diverse environment for all employees and students. We uphold the principles of equal employment opportunity and prohibit discrimination based on race, color, national origin, sex, disability, age, sexual orientation, gender identity, veteran status, or any other characteristic protected by law.

We believe that a diverse workforce enhances our educational mission and enriches the community. As such, we actively encourage applications from individuals of diverse backgrounds and experiences. Our hiring practices are designed to ensure that all qualified candidates receive fair consideration, and we strive to create an environment where everyone can thrive.

In accordance with Illinois Human Rights Act (IHRA) (775 ILCS 5/), Shawnee Community College must inform employees or potential applicants when AI is used for decisions about recruitment, hiring, promotion, or any other employment terms. The notice should include the specific purposes of the AI and any characteristics it assesses. Shawnee Community College Human Resources does not utilize AI tools to review, summarize, or disseminate application materials.