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Senior Administrative Assistant

College of Lake County
Illinois, United States
Salary Not specified
Posted Date
Dec 7, 2022

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Position Type
Faculty Positions, Health & Medicine, Other Health & Medicine
Employment Level
Employment Type
Full Time
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Senior Administrative Assistant

Internal Position Title: Senior Administrative Assistant

Posting Number: S02054

Department:: Biological & Hlth Sciences Div

Position Type: Staff

Job Family: Specialist

The College of Lake County is currently looking for a Senior Administrative Assistant for the Biological and Health Sciences division. This position provides direct administrative support to the division Dean and other administrative staff-members. As the primary support personnel, the position requires the ability to work in an independent manner, maintain an in-depth knowledge of division and departmental procedures, and exercise good judgment and initiative while adhering to administrative details.

CLC offers a competitive salary, excellent benefits that currently includes BlueCross/BlueShield of Illinois health, Delta dental and Superior vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a four-day work week in the summer (Fridays off!), generous vacation, sick and personal time off and 14 paid holidays each year.

The College of Lake County (CLC) is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences.

The college is widely recognized for student success, business and community partnerships and for the achievements of our faculty, staff and alumni. Long-known as an employer of choice in Lake County.

Required Qualifications:
1. High school diploma, or equivalent
2. Proficiency in Microsoft Word, Excel, Teams, and Zoom
3. Strong written and verbal communication skills
4. Minimum of four (4) years administrative support experience or other related experience
5. Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work

Desired Qualifications:
1. College coursework in office systems, business, or related field
2. Experience in an educational setting, including direct contact with students
3. Familiarity with PeopleSoft
4. Bilingual in Spanish/English

Posting Date: 12/06/2022

Closing Date:

Expected Start Date: 01/04/2023

Special Instructions Summary:

Pay Rate: $18.59/hr

Full-Time/Part-Time: Full Time

Location Grayslake

Total Hours Per Week: 40.00

Work Schedule:
Monday through Friday, 8:00 a.m. - 4:30 p.m. or 7:30 a.m. - 4:00 p.m. Hours may vary in accordance with the needs of the college.

Software Testing Required: Excel, MS Word, Outlook

Interview Process Requirements: None

EEO Statement:
The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities.

Summary of Essential Functions:
Department Operations/Processes (50%)
1. Supports division Dean and other staff-members and faculty by coordinating/scheduling meetings using Microsoft Outlook, moderating meetings on college approved platforms such as Zoom, MS Teams and recording meeting minutes.
2. Sorts, routes, and routinely responds to incoming correspondence through multiple email inboxes, phone, and Microsoft Teams.
3. Maintains the required files, records, and databases of the Biological and Health Sciences Division in physical format and electronically within Microsoft Teams.
4. Arranges meetings, conferences, and special events with external stakeholders which includes reserving room space, preparing agendas, assembling information, coordinating food service, and other related activities.
5. Prepares budgetary items such as requisitions, reimbursements for tuition and travel for division faculty and staff, and coordinating supplementary payroll for faculty.
6. Coordination of faculty support services including room assignments and key access, providing classroom supplies, printing orders, communication of class cancellation, arrangement of substitute instructors, and technology help desk requests.
6. Maintains the Dean’s appointment calendar as requested.
7. Fosters positive relationships with departments across the organization.

Student/Customer Service (25%)
1. Receives visitors, answers telephones, reviews inquiries, provides advice, and represents the office to students, faculty, administrators, and the community.
2. Maintains current knowledge of division programs and courses to provide accurate information.
3. Exercises discretion in providing confidential information concerning student enrollment in alignment with FERPA regulations.
4. Perform proactive outreach communication to students enrolled in division programs through phone and EAB Navigate.

Data Entry/Reporting (15%)
1. Prepare reports on faculty workload and faculty office hours.
2. Maintain documentation on tenure-track faculty and faculty contact information.
3. Prepare and approve additional payments for faculty.

Other Duties (10%)
1. Participate on college committees and task forces.
2. Performs other duties as assigned.

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