Posting Details

Position Information

Posting Number S140595 Position Title Administrative Assistant to Dean of Academic Intervention & Support Department Academic Intervention and Support Division Student Development Classification Support Staff FLSA Classification Non-Exempt Union/Non Union Union Full Time / Part Time? Full Time Hours per week 40 Temporary? No Posting Detail Information

Posting Date 12/17/2018 Closing Date 01/02/2019 Open Until Filled No Special Instructions to Applicants

Please be aware that review of applications will not begin until mid January

For full consideration, unofficial transcripts for the required degree (if applicable) must be attached and submitted at the time of application.

All offers of employment are contingent upon the following:

• Post-offer, satisfactory results of pre-employment background check
• Post-offer, satisfactory results of pre-employment Drug Screening for employees that are new to the College
• Post-offer, satisfactory results of pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Advertising Summary

Would you like to work for one of the first choices of employment?

Do you want to be part of a strategic organization?

One that prides itself on educating our future workforce.

Tucked in the middle of a wildlife preserve, bridging the banks of a lake and surrounded by its own Arboretum, Joliet Junior College is an educational community that embraces diversity and promotes personal growth. Each year, more than 35,000 students find the diverse, comprehensive high quality educational experience they are looking for at JJC. We hope that you will take a few minutes to explore the job opportunities we have available and consider becoming a part of this experience.

The recruitment of qualified and diverse faculty and staff is the cornerstone of JJC’s commitment to an innovative, collaborative and inclusive educational community. At JJC, we respect the wealth of knowledge and experience each of our employees brings to the workplace. The college supports this commitment by providing full-time employees with a comprehensive benefits package for our full-time employees including:

Blue Cross Blue Shield of Illinois (employee & family)

•Medical
•Dental
•Vision

Flexible Spending Account

403(b) and 457(b) option for pre-tax retirement savings

Joliet Junior College Tuition Assistance (employee & family)

Long Term Disability

Life Insurance & a comprehensive leave plan including:

•Federal holidays
•Vacation
•Personal
•Sick

Link to Human Resources website

http://www.jjc.edu/about-jjc/college-leadership/administration/human-resources

Job Description

POSITION TITLE:ADMINISTRATIVE ASSISTANT to DEAN of Academic Intervention and Support

STATUS:Full time
DEPARTMENT:Academic Intervention and Support
DIVISION:Student Development
CLASSIFICATION:Non-exempt
UNION:Support and Technical
REPORTS TO:Dean of Academic Intervention and Support
PLACEMENT: Support Staff Grade 7
MINIMUM PAY RATE:$43,672 annually

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
Provides high-level administrative support to Dean of Academic Intervention and Support (Dean). Works closely with JJC administration, faculty, and staff throughout the different campuses. Responsibilities include facilitation of communication between Dean’s office and students, faculty, staff, and external partners; coordination of meetings and events; handling information requests; and performing other functions as assigned. Work requires knowledge of the policies and procedures within the Academic Intervention and Support Offices and College Systems, as well as participation in regular training to stay abreast of new programs, services, initiatives, and deadlines.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1.Professionally represent Joliet Junior College and uphold the College’s core values.
2.Provide administrative support to Dean and direct all office operations including but not limited to: answering telephone, receiving visitors, processing work orders and IT requests, ordering office supplies and other non-salary items, and developing monitoring systems with spreadsheets for internal/ external reporting.
3.Coordinate and process requests for non-academic classroom scheduling at Romeoville Campus; monitor error reports for room conflicts; provide regular reports to Dean capturing room/ space usage and other related data to maximize efficient facility usage.
4.Document complaints, inquiries, and other concerns, and propose solutions to promote a culture of continuous quality improvement.
5.Assist with preparation, monitoring, and management of operational budgets for Dean and direct report areas including Academic Intervention and Communication Center, Adult Reentry, Romeoville Campus, Testing Services, and Tutoring and Learning Center (i.e. direct payment vouchers, budget adjustments, transfers, purchase orders, stipends, department credit card statements, food purchases, etc.).
6.Coordinate and schedule meetings, prepare travel requests, document absence requests, and maintain electronic calendars for Dean and direct report areas.
7.Assist with portal maintenance, documentation, reporting, and communication related to the Student Emergency Fund; collaborate with Dean of Student Success office to receive materials (gas cards, Hope Pantry cards, etc.).
8.Update webpages and portal pages for Dean and direct report areas including Academic Intervention and Communication Center, Adult Reentry, Romeoville Campus, Testing Services, and Tutoring and Learning Center.
9.Coordinate and maintain filing system for test unit purchases, testing contracts, Sole Source forms, MOUs with external entities; collaborate with Business and Auxiliary Services to ensure files are current and updated annually.
10.Assist with the creation and maintenance of Academic Intervention and Support procedures, policies, and compliance-related documentation/ manuals.
11.Prepare and type correspondence, documents, internal and external reports, and handle confidential materials.
12.Coordinate and schedule regular reviews of printed and electronic promotional items (i.e. registration guide, course catalog, student handbook, etc.) with Dean and direct report areas.
13.Assist Dean with various projects.
14.Act as recording secretary, as needed, for meetings facilitated by Dean.
15.Perform related duties as assigned.
MINIMUM QUALIFICATIONS
1.Associate’s Degree
2.Three (3) years of professional work experience.
3.Proficient in Outlook, Word, Excel, PowerPoint, as well as website page update and creation.
4.Detail-oriented, creative, and flexible individual.
5.Excellent oral, written, organizational, and interpersonal communication skills.
6.Ability to handle multiple tasks and responsibilities simultaneously and produce high quality work with minimum supervision.
7.Demonstrated ability to work effectively with a diverse population.
PREFERRED QUALIFICATIONS
1.Bachelor’s Degree
2.Related experience in post-secondary education setting.
3.Familiarity with higher education student information system, and database software.

PHYSICAL DEMANDS
1.Normal office physical demands.

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.

Application Procedures: “Apply to this Job at employment.jjc.edu”

Application Deadline: January 2, 2018

All offers of employment are contingent upon the following:
• Satisfactory results of a background check
• Post-offer, pre-employment Drug Screening for employees that are new to the College
• Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Joliet Junior College is an equal opportunity/affirmative action college supporting diversity.

ANNUAL CLERY SAFETY REPORT (ASR) NOTICE FIRE SAFETY REPORT (FSA) and MISSING PERSON POLICY (MPP) FOR STUDENTS RESIDING IN “ON CAMPUS” STUDENT HOUSING
Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in “on campus” student housing is available at the JJC Police Department website :
www.jjc.edu/cleryreport

If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses.
This information is required by law and is made available by the Joliet Junior College Police Department.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have an Associate's degree (or higher)?
   • Yes
   • No
2. * Do you have at least three (3) years of professional work experience?
   • Yes
   • No
3. * Please rate your computer skills with Microsoft Outlook, Word, Excel, Powerpoint and with general maintenance of web pages.
   • Beginner
   • Intermediate
   • Expert
4. * In no more than four sentences, please tell us how you've been able to handle multiple tasks and still produce high quality work either in your current or previous positions?Please limit your response to no more than four sentences and if you do not have experience with this, type 'none'.

   (Open Ended Question)

5. * Are you able and willing to work with diverse populations?
   • Yes
   • No
6. * Do you have a Bachelor's degree or higher?
   • Yes
   • No
7. * Do you have any related experience in post-secondary education setting?
   • Yes
   • No
8. * Are you familiar and do you have experience with higher education student information system, and database software?
   • Yes
   • No

Applicant Documents Required Documents

1. Resume
2. Cover Letter
3. Unofficial Transcripts

Optional Documents

1. Other Document
2. Certification or License