Position Title:

Senior Administrative Assistant

Job Description:

POSITION: Senior Administrative Assistant
STATUS:Full Time
DEPARTMENT: Office of Vice President, Student Development
DIVISION: Student Development
CLASSIFICATION: Non-exempt
UNION: Non-Union
REPORTS TO: Vice President for Student Development
PLACEMENT: Support Staff Grade 8
MINIMUM PAY RATE: $52,618 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
Provide high-level administrative support to Vice President of Student Development. Responsibilities include the facilitation of communication between the vice president’s office and students, faculty and staff, coordination of meetings and events, handling information requests, and performing other functions as assigned.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide administrative support to the Vice President of Student Development and direct all office operations. Coordinate and schedule meetings, prepare travel requests and maintain electronic calendars.
2. Act as liaison for Student Development Division with other college offices. Prepare and distribute a monthly newsletter to student development division staff.
3. Assist and facilitate communication with students via weekly update emails, announcements through the college’s Facebook page, surveys and other college communication sources.
4. Prepare materials for Vice President to submit to the Board of Trustees for approval.
5. Assist those who may have been referred to the vice president for assistance with Student Development issues, sometimes defusing irate parents/students.
6. Answer telephones, screen callers, and receive visitors while assessing the relative importance of each.
7. Assist in preparing all incoming and outgoing correspondence. Review/act upon correspondence to and items requiring approval from the vice president.
8. Maintain the student development division website.
9. Coordinate, record, transcribe, and distribute materials related to various meetings (Student Development Leadership Team, Deans Council, Student Development Senior Leadership Team and others as needed).
10. Maintain a high level of confidentiality of information originating from or directed to the vice president related to student records, personnel issues, and organizational issues.
11. Work in partnership with the Senior Administrative Assistant for the Executive Vice President to support institutional projects.
12. Assist in preparing and monitoring the budget (direct payment vouchers, budget adjustments, transfers, purchase requisitions, payroll sheets, etc.).
13. Participate in the goals and objectives of the division of the student development division and the college.
14. Perform other duties as assigned.

MINIMUM QUALIFICATIONS
1. Associate’s degree in business or related field.
2. Five years of experience as an administrative assistant.
3. Ability to work with various office software applications and type accurately.
4. Effective communication skills, detailed-oriented and attention to accuracy.
5. Ability to coordinate staff to completion of tasks.
6. Ability to work and problem solve independently or with a team, and to work with minimal supervision within the guidelines established.
7. Ability to handle a variety of tasks and responsibilities simultaneously and effectively; work independently and establish priorities to meet deadlines.
8. 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.
9. 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. Bachelor’s degree.
2. 7 years of office experience, preferably in a higher education environment.
3. English and Spanish verbal and written communication proficiency.
4. 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.

PLEASE INCLUDE THE FOLLOWING ITEMS WITH YOUR APPLICATION:
• Resume
• A cover letter with your interest in being considered for the position.
• Unofficial Transcripts (must be included)

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):

Scheduled Hours:

40