Administrative Assistant

Job description

Administrative Assistant

LocationGalesburg, Illinois

Employment TypeFull-Time Benefited

DepartmentInformation Technology Services

Administrative Assistant | Information Technology Services

Knox College invites applications for the full-time position of Administrative Assistant in Information Technology Services, responsible for providing administrative support to ensure efficient operation of the office. This position reports to the Vice President for Information Technology Services.

Knox College provides a competitive salary and a strong benefit package including health, dental, vision and life insurance, access to a retirement plan, a generous paid vacation and holiday package. Tuition remission is also available after a two-year waiting period, free membership to our recreation center and much more!

Essential Duties:

  • Answers phone calls, schedules meetings and supports visitors
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
  • Processes purchase orders and payables in compliance in accordance with College policies and procedures
  • Examines and scrutinizes vendor invoices and statements for accuracy and ensure timely payment
  • Oversees and monitors College managed print service program
  • Maintains equipment inventory database
  • Monitors and tracks vendor contracts and agreements for compliance and expiration/renewal dates
  • Supports team by performing tasks related to organization and strong communication
  • Assist budget managers in effective oversight of departmental and project related budgets
  • Desire to interact with and mentor student employees

Education and Experience:


  • High school diploma or equivalent
  • Two years experience as an administrative assistant
  • Competency with office productivity applications -- e-mail, calendars, spreadsheets, word processing
  • Exhibits polite and professional communication via phone, e-mail, and mail
  • Basic knowledge of accounting vocabulary and practice and budget management
  • Basic reporting and analytical skills


  • Associates Degree
  • Knowledge of Knox College purchasing and payable procedures and policies
  • Experience using Cognos reporting platform


Interested applicants should complete a Knox College employment application by selecting “Apply for this Job” below and on the right side. Any offer of employment will be subject to the successful completion of a background check. Review of applications will begin immediately. Please contact [email protected] with any questions.

Knox Notice of Non-Discrimination

In keeping with its commitment to equal rights since it was founded in 1837, Knox College particularly welcomes applications from members of underrepresented groups. Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. In addition, Knox College is prohibited by Title IX of the Education Amendments of 1972 and its accompanying regulations from so discriminating on the basis of sex.

The College official responsible for coordinating compliance with this Notice of Non-Discrimination is Kimberly K. Schrader, Title IX Coordinator. Any inquiries regarding Title IX or the College's policies that prohibit discrimination and harassment should be directed to the Title IX Coordinator identified below. The Coordinator will be available to meet with or talk to students, staff, and faculty regarding issues relating to this Notice of Non-Discrimination and the College’s policies and procedures.

Title IX Coordinator
Kimberly K. Schrader
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
Phone: 309-341-7751
Email: [email protected]

Inquiries about the application of Title IX to Knox may be referred to the Title IX Coordinator, the United States Department of Education’s Assistant Secretary for Civil Rights, or both. Individuals may also contact the U.S. Department of Education's Office of Civil Rights for additional information.

Office for Civil Rights
U.S. Department of Education-Chicago Office
500 W Madison St., Suite 1475
Chicago, IL 60661-4544
Phone: 312-730-1560
Email: [email protected]

Inquiries regarding the College’s policies regarding the Americans with Disabilities Act of 1990 (“ADA”), or Section 504 of the Rehabilitation Act of 1973 (“Section 504”) should be directed to either the Assistant Vice President of Human Resources or Director of Disability Support Services identified below.

For Employees:
Assistant Vice President of Human Resources
Amy Chambers
Administrative Services Center 109 | Campus Box K-200
368 South Prairie Street
Galesburg, IL 61401
Phone: 309-341-7200
Email: [email protected]

For Students:
Director of Disability Support Services
Stephanie Grimes
Umbeck Science and Math Center E111 | Campus Box K183
340 South West Street
Phone: 309-341-7478
Email: [email protected]




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Job No:
Posted: 4/6/2021
Application Due: 7/5/2021
Work Type: Full Time