Administrative Assistant for the Department of Business and Economics

Illinois, United States
Salary Not Specified
May 27, 2021
Employment Level
Employment Type
Full Time
Posting Text

Posting Number S00271P Position Status Non-Exempt Reporting Relationship(s) Business and Economics Department Chair Supervisory Relationships


Job Summary

Perform administrative assistant duties for the Chair, Area Coordinators, and faculty in activities that directly relate to student success and interactions. Responsibilities include serving as the initial contact for the department, managing and maintaining building spaces housing the department; scheduling and planning departmental functions; recording, organizing and archiving departmental documents and data; assisting with the generation and distribution of departmental communications with students (current and alumni) and responding to general inquiries. Perform most duties on an independent and unsupervised basis.

Salary Grade O04 Essential Functions

1. Handles department room and event schedule, including food ordering and room reservations. Makes arrangements for department visitors, respond to routine inquiries from walk-ins and telephone calls. Directs inquiries to the proper person or department.
2. Uses college wide systems to generate reports of current students and courses. Develop and maintain departmental files.
3. Assist with Executive in Residence, Mentoring, and Delta Mu Delta programs by setting up files and drafting correspondence. Assist with The Hardin Institute, EMP, and graduate programs as needed.
4. Each term: process course schedules and manage book order submissions.
5. Assist adjunct faculty in accessing texts and on boarding.
6. Maintains departmental spaces and bulletin boards by keeping all information current. Design new looks for boards periodically. Post announcements from other departments when appropriate.
7. Use Blackboard or current class management system to assist faculty with course postings and organization; maintain Department Blackboard site.
8. Extensive use of Microsoft Office Suite including Word, Excel and PowerPoint. Word processing of department materials including: documents for programs and course work, correspondence, class schedules and class materials.
9. Extensive use of document conversion and sharing programs such as Adobe Acrobat and Google Docs, One Drive.
10. Designs and helps develop posters, signs, flyers (using graphic programs like Microsoft Publisher and Photoshop) for various programs within the departments used for marketing and information dissemination.
11. Responsible for department office supplies including inventory and re-order. Maintain a spreadsheet file to record purchase orders and invoices. Coordinate timely payment of invoices and department bills.
12. Proctors students taking make up exams for the departments above.
13. Works with Central Printing on large copying projects and maintain Central Printing billing records.
14. Distributes department mail.
15. Demonstrate commitment to continuous improvement.
16. Support mission, vision and values.

Other Duties and Responsibilities

Performs other duties as assigned.

Minimum Qualifications

1. Excellent organizational skills.
2. Ability to perform multiple tasks, work well under pressure and work independently.
3. Willingness to learn. Training will be provided for college specific programs such as Colleague and Blackboard.
4. Proficient Microsoft Office, Adobe Acrobat, One Drive and Google Docs.
5. Willingness to vary hours with activity level during the year.
6. Good oral/written communication skills.
7. Internet knowledge, including use of social media platforms.
8. Good interpersonal skills.
9. High school degree.
10. 2+ years of previous administrative assistant experience.
11. Demonstrates a strong commitment to continuous improvement.
12. Supports mission, vision and values.

Preferred Qualifications

1. Bachelor’s degree.
2. Experience in higher education or academic setting is a plus.
3. Graphics ability, knowledge of Adobe Photoshop, MS Publisher.
4. Familiarity with database management using MS Access.
5. Experience at educational institution.
6. Business school training.

Working Conditions/Physical Requirements

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.

Work Hours Posting Date 05/27/2021 Closing Date Open Until Filled Special Instructions to Applicants

Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education. Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity.

Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

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