Administrative Assistant V (F/T), CF3N30922BUSAF

Location
Glen Ellyn, IL
Posted
Jun 02, 2017
Institution Type
Community College


To perform and coordinate all secretarial functions of the Director of Business Affairs office.


Position Title: Administrative Assistant V (F/T), CF3N30922BUSAF

Duties of Position:

  • Responsible for operating and maintaining files on Network Computer Workstation with hard disk and laser printer; computer literate and knowledge of Microsoft Word, Outlook, Excel, and other software as needed.
  • Responsible for setting up and maintaining diskette and hard copy files for Business Affairs office.
  • Screens phone calls and visitors, sets up appointments and schedules meetings for the Director.
  • Handles and distributes all mail for Business Affairs.
  • Takes minutes of all meetings and types all correspondence and confidential information of the Director.
  • Prepares all requisitions, assign account numbers and monitor monthly budget for all areas of Director's office.
  • Handles Dining Services equipment maintenance billing, standing purchase orders, maintenance work orders and equipment inventories for Dining Services. Receives and verifies accuracy of food waivers submitted for approval.
  • Researches and audits Bookstore textbook pricing to insure pricing in compliance with contract and audits Central Stores invoices.
  • Assists Staff Services, Print Shop, and Conferences & Events managers with secretarial duties when necessary.
  • Coordinates preparation of fiscal budget for all areas of Business Affairs office.
  • Prepares and processes travel reports for Business Affairs area.
  • Hires and trains student clerk typist in operation of equipment.
  • Coordinates preparation and maintains computer account inventories for all areas of Business Affairs office.
  • Manage student book and bike locker rentals. Complete space use agreements; assign keys, deposit funds and issue refund of deposits. Schedules annual pest control and performs bi-annual inventory of keys to verify integrity of key system.
  • Maintenance of Business Services web home page.
  • Acts as back up to the Director as well as all the managers in answering complicated questions, explaining complex procedures and providing course of action for several large service departments.
  • Deals with solving problems for irate and unreasonable students.
  • Maintain a high level of familiarity with procedures of all areas in Business Affairs, dealing with the specialized nature of each area.
  • Assigns tasks and projects to managers as required in order to maintain an organized flow of business for the Director.
  • Coordinates timely receipt of information for Director from various managers under Business Affairs.
  • Verifies accuracy and completeness of information for Director's review and investigates problems as required.
  • Maintains insurance certificates, sanitation licenses and performance bonds for various contracts.
  • Develops schedules, inventories, and data lists for major RFPs and bids processed by Business Affairs.
  • Keeps a log and reports and resolves vending machine complaints.
  • Acts as a resource for technology issues in Business Affairs.
  • Prepares/transmits legal contracts relating to clinical facility agreements, maintains clinical agreement/certificate of liability insurance files, external contact with hospital administrators/coordinators, and internal contact with health sciences coordinators.
  • Other special projects and related duties as assigned.




Experience and Education:


REQUIRED:

EXPERIENCE:

Minimum of two years experience. Must have two years word processing experience. Proficiency in written and spoken English.

EDUCATION:

High school diploma and certificate in Office Technology.

PREFERRED:

EXPERIENCE:

Minimum of four years experience, including two years on Microsoft Word.

EDUCATION:

A.A. degree with major in office careers.



Equipment & Working Conditions:


IBM PC system, electronic typewriter, calculators, fax machines, multi-line phone system, copier, and printer.

May require periodic overtime, hours are 8:00 a.m. to 4:30 p.m.

This position requires a background check and drug screen.



Department: Business Affairs - BUSAF

Position Type: Full time - FT

Pay Type: Hourly Non-Exempt

PI98008714