Senior Administrative Assistant

Position Title:

SENIOR ADMINISTRATIVE ASSISTANT

Job Description:

POSITION TITLE: Senior Administrative Assistant
STATUS: Full time
DEPARTMENT: President’s Office
DIVISION: President’s Office
CLASSIFICATION: Non-exempt
UNION: Non-union
REPORTS TO: President
PLACEMENT: Support staff, grade 8
MINIMUM PAY RATE: $52,618

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

This position provides high-level administrative support to the Office of the President in a professional, dependable, and confidential role. This position performs duties and exhibits behaviors that directly support or influence the achievement of the strategic goals and objectives of the Office of the President and the College. This position must interact professionally with internal and external stakeholders and enjoy working within the environment that is mission-driven, results-focused, and community-oriented.

This position requires the ability to work independently and effectively on projects from conception to completion and must be able to work under pressure on a variety of tasks concurrently, while meeting established strict deadlines and changing priorities. The incumbent in this position must possess emotional maturity and have the ability to handle situations without unnecessarily escalating them. Key areas of responsibility include management of the Executive Vice President's schedule, correspondence, meetings/events preparation, and travel arrangements

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support and to the Executive Vice President and the Office of the President.

2. Answer telephones, screen callers, and receive visitors while assessing the relative importance of each. Perform general office duties, assist with preparing all incoming and outgoing correspondence and distribution of materials.

3. Plan, coordinate and ensure the Executive Vice President’s schedule is followed and respected.

4. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion. Assist with administrative assignments and manage a variety of special projects, often with deadline pressures, adhering to directives provided by the Executive Vice President.

5. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks. Maintain absolute confidentiality regarding all matters within the Office of the President.

6. Maintain all records, reports and general files for the Executive Vice President.

7. Order and maintain inventory of all supplies for the Executive Vice President. 8. Attend and take minutes for meetings assigned by the Executive Vice President.

9. Assist Executive Assistant to the President with the coordination, preparation and distribution of materials for Board of Trustee meetings, to include transcription of minutes in the absence of the Board Administrative Assistant, assume responsibility for complete process of assembling the monthly Board of Trustee packet and may be asked to serve as recording secretary at Board of Trustee’s meetings; complete rough draft of Board working session minutes.

10. Provide coverage to the Office of the President in the absence of Executive Assistant to the Vice President.

11. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s Degree in Business or related field.

2. Three (3) years of experience in an executive office setting.

3. Proficient in MS Office (Word, Excel, Visio, PowerPoint and Outlook) and Adobe Acrobat.

4. Excellent oral, written, and interpersonal communication skills, detail-oriented with the ability to proofread and type accurately.

5. Excellent customer service skills with the ability to effectively work with minimal supervision.

6. 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.

7. Ability to establish and optimize efficient filing systems and office organization.

8. 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.

PREFERRED QUALIFICATIONS

1. Workday experience.

2. English and Spanish verbal and written communication proficiency.

3. Demonstrated multicultural competence.

4. Five (5) years of office experience, preferably in a higher education environment.

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 and/or outdoor environment.

Full Time/Part Time:

Full time

Union (If Applicable):

Scheduled Hours:

40
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