Secretary II, Center for Academic Success in Healthcare

Position Title:

Secretary II, Center for Academic Success in Healthcare

Job Description:

POSITION TITLE: Secretary II, Center for Academic Success in Healthcare
STATUS:tFull-time
DEPARTMENT: Nursing Health and Public Services
DIVISION: Academic Affairs
CLASSIFICATION: Non-Exempt
UNION: TOSSC
REPORTS TO: Manager of Center for Academic Success in HealthCare
PLACEMENT: CLER FT Grade 8t
MINIMUM PAY RATE:t$21.76 per hour

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

To provide a wide variety of highly responsible and complex clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Manager of the newly created Center for Academic Success in HealthCare. Serves as a secretary to a manager, relieving an administrative official of operational details which involve a great amount of confidentiality. May be involved in the staffing and supervision of part-time peer tutors and student workers. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Prepare and type correspondence, documents, internal and external reports, and other related materials.
2. Collect and maintain data related to the ICCB PATH Grant initiative including student demographic database, support services utilization statistics, and completion statistics.
3. Update and maintain classroom materials, mailing lists, records, handbooks, databases and files.
4. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail.
5. Counsel students and part time instructors on issues and college procedures. Provide technical support to department personnel and students with the use of office equipment.
6. Assist students with class registrations, proficiency and written exams, and related services.
7. Order and maintain inventories of textbooks, supplies and uniforms; communicate with publishers and vendors as deemed necessary for student assistance.
8. Assist with preparation of “activity pay” stipend processing, faculty/adjunct absence and student employee work time reporting.
9. Process questionnaires, surveys, vehicle requests, facility use, direct pay vouchers, invoices, purchase requisitions, subscriptions, budget transfers, work orders and service arrangements.
10. Work collaboratively with other departments and/or vendors.
11. Participate in achieving departmental and college goals and objectives.
12. Other related duties as assigned.

OTHER REQUIRED DUTIES
1. Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records.
2. Compile and prepare quarterly reports, in conjunction with CASH Manager, for the ICCB Grant discussing statistics and data collection of use of grant funds and services.
3. Assist manager in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card.
4. Prepare agenda, take minutes at the advisory meetings, and maintain records of minutes.
5. Compile and prepare write-ups/reports for Board of Trustees meetings and workshops.
6. Research, compile data and analyze information in the development of statistical and state reports, grants and major projects. Conduct weekly online research to discover data from state and local agencies for reports, documents, manual updates, etc. Determine pertinent materials for the Manager use and print copies for reference in files. Maintain files of these documents.
7. Review office procedures and suggest to the manager/Dean necessary changes.
8. Maintain Divisional organizational chart.

MINIMUM QUALIFICATIONS

1. High school diploma or equivalent.
2. Five (5) years of clerical/general office experience.
3. Strong personal computer skills and a working knowledge of several software including MS Office for Windows, especially Excel and Access, and web applications.
4. Attentiveness to detail, excellent customer service, organizational skills, initiative and multitasking ability.
5. Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
6. Ability to prioritize duties, schedule and carry through assignments with minimum supervision.
7. 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.
8. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Associate’s degree.
2. Experience in the Academic Affairs area.
3. Experience with Ellucian Colleague and/or Workday, or similar ERP system.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.

Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.

Full Time/Part Time:

Full time

Union (If Applicable):

TOSSC

Scheduled Hours:

40
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