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Administrative Assistant to the Vice President for Communications and External Affairs

Parkland College

Job Description

 

Full Job Description

 

Administrative Assistant to the Vice President for Communications and External Affairs

The Administrative Assistant to the Vice President for Communications and External Affairs provides confidential administrative support to the Vice President for Communications and External Affairs; independently monitors the tasks and timelines for multiple all-college and Communications and External Affairs events; prepares written communications, agendas, and programs from rough draft to final form; greets and directs visitors and guests; and, in collaboration with other executive-level administrative assistants, ensures the smooth operation of the central administrative offices.

The Administrative Assistant to the Vice President for Communications and External Affairs is a Confidential, Full-Time, 12-month appointment on a schedule established by the Vice President for Communications and External Affairs. Internal and external events occasionally necessitate an altered work schedule. The position requires the ability to communicate diplomatically, clearly, and effectively orally and in writing with diverse constituent groups, including students, colleagues, and community members.

 

Essential Job Functions:


  • Maintain Vice President’s electronic calendar.
  • Answer, screen, and transfer inbound phone calls, including media inquiries.
  • Receive and direct students and visitors.
  • Schedule and coordinate meetings and appointments using Parkland scheduling systems.
  • Prepare agendas for meetings and provide project management support to the Vice President.
  • Organize travel arrangements and conference registrations.
  • Coordinate the college’s facility rentals from external groups.
  • Maintain records and assist with responses to Freedom of Information Act requests.
  • Monitor multiple budget lines; process requisitions, check requisitions, and payroll authorizations; and reconcile P-card statements for all Communications and External Affairs directors and direct reports.
  • Perform general clerical duties; order and maintain office supplies; maintain electronic filing system.
  • Prepare and distribute materials for Communications and External Affairs Directors.
  • Distribute monthly leave balance reports and submit timesheets to Business Office.
  • Plan, coordinate, and prepare meetings for legislative events on campus, including legislative breakfasts and visits by state and federal legislators.
  • Plan, coordinate, and schedule meetings for President, Vice President and trustees at ACCT National Legislative Summit with legislative offices and federal agencies.
  • Plan, coordinate, and schedule meetings with legislators for students, various college administrators, and trustees at Springfield Lobby Days and Student Advocacy Days.
  • Coordinate Vice President’s schedule and help develop agendas for meetings of external groups.
  • Construct, maintain, and update databases of legislators and members of district-wide organizations.
  • Assist in developing presentations for local, state, and national meetings and conferences.
  • Assist with CobraVenture and entrepreneurial initiatives.
  • Maintain confidential communications and records.
  • Perform other duties as assigned by the Vice President for Communications and External Affairs.

 

Minimum Requirements:

  • Associate’s degree with at least two (2) years of experience working with the public or combination of education and experience.
  • Ability to pass a criminal background check with fingerprinting.
  • Ability to handle confidential materials and information judiciously, and in accordance with FERPA and other applicable laws.
  • Demonstrated excellence with Microsoft Office Suite applications and database management, and the ability to learn Parkland information systems and new programs as technology changes.
  • Ability to operate and troubleshoot standard office equipment.
  • Excellent interpersonal communication skills; ability to communicate accurately and effectively orally and in writing with diverse populations.
  • Sufficient numeracy skills to monitor budget lines.
  • Excellent time management skills, as evidenced by the ability to handle multiple tasks, work under pressure, and meet deadlines.
  • Understanding of, and support for, the community college mission.
  • Evidence of commitment to ongoing professional development.

 

Applicants must submit:

  • An online employment application
  • Cover letter
  • Resume or CV


Application Close Date: 2/21/2023

Salary: 42,515.20

Benefits include: Medical insurance with no monthly premiums, dental, generous paid time off, life, disability, retirement plans, flexible spending, dependent care, EAP, tuition waiver, vendor discounts.

 

Please monitor your email (including spam or junk mail) for testing and other correspondence from hr@parkland.edu.
For further information regarding application procedures, please contact Human Resources at 217/351-2220.

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