Administrative Assistant II

Position Title:

Administrative Assistant II

Job Description:

POSITION TITLE:

Administrative Assistant IISTATUS:
Full Time DEPARTMENT:
Academic Excellence and Support

DIVISION:
Academic Affairs

CLASSIFICATION:
Non-exempt

UNION: TOSSC

REPORTS TO:

Dean, Academic Excellence and Support

PLACEMENT:
Grade 107

HIRING RANGE: $22.82 - $24.19 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY Under general direction, supports and provides daily assistance to the Dean of Academic Excellence and Support in a wide variety of areas including event planning, special projects, budgets, purchasing, correspondence, maintenance of the calendars and problem solving for the day-to-day operations of the Office of Academic Excellence and Support.

Communicates effectively with the office of the Vice President of Academic Affairs and works closely with department chairs, secretaries, tenure-track faculty, and Academic Excellence and Support coordinators. Ensures meetings and events are scheduled in a timely manner, handles information requests and performs other functions as assigned. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required.

Work requires exercise of discretion, confidentiality, and knowledge of the policies and procedures within the department and college systems.

ESSENTIAL JOB DUTIES AND

KEY RESPONSIBILITIES
1. Provide administrative support to the Dean of Academic Excellence and Support and handling of confidential materials.
2. Prepare and type correspondence, memos, documents, internal and external reports and other related materials. Prepare and maintain mailing lists, records, handbooks, databases and files.
3. Receive and direct visitors, provide desk coverage, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail and reply to department emails. Provide technical support to department personnel and students as needed.
4. Maintain the Dean’s calendar; plan, coordinate and schedule appointments and meetings; disseminate information. Maintain files for the office of Academic Excellence and Support.
5. Prepare purchase requisitions, period activity pay, department credit card statements, prepare spend authorizations and expense reports, and order and maintain inventory supplies.
6. Process work orders for facility services, food service, media services, and IT help desk.
7. Take minutes at all Professional Development Advisory Team and Student Learning and Assessment Committee meetings, transcribe/summarize, and distribute/post as required.
8. Provide support to AES faculty coordinators and dual credit liaisons as needed, including but not limited to ordering supplies, work orders, processing stipends, etc.
9. Assist the Dean, in hiring student worker(s) and the day-to-day oversight of the student worker(s).10. Maintain and update webpages and portal pages for the Office of Academic Excellence and Support, including but not limited to faculty development, assessment, IRB, PDAT¸etc.
11. Assist the Dean in maintaining and monitoring departmental budget and grant expenses; create budget amendments as needed.
12. Assist in scheduling and coordinating events such as faculty development speakers, Professional Development Day (EDUCON), Adjunct Faculty Dinner, and Opening Week activities during the fall and spring semesters.
13. Coordinate and schedule travel for the Dean of Academic Excellence and Support, including making accommodations, submitting spend authorizations, and completing expense reports and mileage.
14. Maintain records of Institutional Review Board proposals and approvals. Assist with scheduling meetings for IRB committee as needed.
15. Coordinate annual award applications, including NISOD awards, ICCTA Outstanding Faculty and Adjunct Faculty of the Year, etc.
16.…