Administrative Assistant II

Administrative Assistant II

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 calendars and problem‑solving for day‑to‑day operations.

• Provide administrative support to the Dean and handle confidential materials.
• Prepare and type correspondence, memos, documents, internal and external reports.
• Maintain mailing lists, records, handbooks, databases and files.
• 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.
• Maintain the Dean’s calendar; plan, coordinate and schedule appointments and meetings.
• Prepare purchase requisitions, manage department credit card statements, expense reports, and maintain inventory supplies.
• Process work orders for facility services, food service, media services, and IT help desk.
• Take minutes at meetings, transcribe/summarize, and distribute/post as required.
• Support AES faculty coordinators and dual credit liaisons, order supplies, process stipends.
• Assist the Dean in hiring and supervising student workers.
• Maintain and update webpages and portal pages for the Office of Academic Excellence and Support.
• Assist in budgeting and monitoring departmental expenses; create budget amendments as needed.
• Coordinate events such as faculty development speakers, Professional Development Day (EDUCON), Adjunct Faculty Dinner, and Opening Week activities.
• Coordinate and schedule travel for the Dean, including accommodations, submit spend authorizations, and complete expense reports and mileage.
• Maintain records of Institutional Review Board proposals and approvals; schedule meetings for the IRB committee.
• Coordinate annual award applications and faculty evaluation coordination.
• Perform related duties as assigned.

• Associate’s Degree.
• Three (3) years of professional work experience.
• Extensive technology skills in Microsoft Office Word, Outlook, Excel, Teams, etc.
• Excellent communication skills, detail oriented, creative, and accurate.
• Excellent oral, written, and interpersonal communication skills as well as excellent telephone skills.
• Dependable, capable of prioritizing projects, working as part of a team, meeting deadlines, producing high quality work with minimum supervision.
• Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence and emotional intelligence.
• Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well‑being, innovation and quality.

• Bachelor’s degree.
• Experience with Colleague/Ellucian system.
• Experience working within a community college or educational structure.
• English and Spanish verbal and written communication proficiency.
• Demonstrated multicultural competence.

• Normal office physical demands.

• Duties performed indoors in the usual office environment.

Information about JJC’s Benefits:
Technical Office Support Staff Council (TOSSC)-AFT Local 604.

Union: TOSSC

40 hours per week;
Full time.

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.

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