Administrative Assistant

Position Title:

Administrative Assistant I (TEMP)

Status:
Full Time (Grant Funded)

Department:
Entrepreneur & Business Center (EBC)

Division:
Office of Inclusive Excellence

Classification:
Non-exempt

Union:
Non-Union Support

Reports To:

Manager, Entrepreneur & Business Center

Placement:
Grade 106

Hiring Range: $21.74 - $23.04 hourly

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

Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

Provides administrative support to the Entrepreneur and Business Center. Responsibilities include maintaining grant records; tracking deadlines; preparing correspondence and reports; updating departmental guides; budget monitoring; processing financial transactions; managing credit card accounts; coordinating appointments, travel, and departmental activities; and overseeing office supplies. Other tasks include helping the EBC team manage, run and publicize events and seminars including web postings, flyer creation, overseeing signups, event flow, and presentation building.

• Provide support to the department manager as well as team members for overall administrative and coordination of functions within the office. Provide for support seminars, events, and classes.
• Assist with research and analysis of data for complex grant reporting, i.e., activity tracking and financial reporting with documentation for grant execution.
• Maintain grant records.
• Update and maintain annual grant calendar to track deadlines, communication, grant agreements, and reporting.
• Prepare correspondence, documents, compile data for internal and external reports, and other related materials.
• Assist team with department projects including presentations and trainings.
• Be cross‑trained and perform related tasks for all areas within the EBC.
• Process purchase requisitions, transfers, direct pay vouchers, invoices, and budget adjustments; maintain department credit card account, reconcile credit card statements; track department budget.
• Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and records, and assist with the planning and organization of department activities.
• Maintain professional organization memberships and subscriptions.
• Work closely with cross functional departments within JJC and outside organizations i.e., Chambers and Economic Development bodies.
• Assist teams with presentations and event organizing.
• Perform related duties as assigned.

• Associate’s degree; or in lieu of Associate’s degree, must have equivalent college credit hours or related experience.
• Two (2) years of professional work experience.
• Strong written and oral communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle multiple tasks and responsibilities simultaneously.
• Proficient in MS Office Applications plus Canva, and ability to learn department and job specific software systems including Hub Spot.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as 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 in related subject.
• Workday experience.
• English…