Job Description

 

Location: Des Plaines, IL 

Category: Staff 

Posted On: Tue Feb 6 2024 

 

Job Description:

Basic Function and Responsibility:

Under general supervision, provide administrative and office support services to increase the VP of Administrative Affairs productivity and efficiency. Assist in handling duties not requiring the VP's immediate attention and provide greater ability for the VP to manage work time effectively Anticipate and initiate action regarding administrative detail as it relates to office management, and the operation of the college as a whole.

 

Characteristic Duties and Responsibilities:

• Reporting to the Vice President of Administrative Affairs/CFO.
• Support Controller and Budget Manager with annual budget process materials and distribution.
• Anticipate and initiate action to be taken as correspondence, memoranda to be written, meetings to be scheduled, persons to be contacted in all routine procedures for administrator.
• Exercise discretion and independent judgment in determining the dissemination of sensitive material and/or information based on in depth knowledge of college policies, procedures, and practices.
• Plan, organize, instruct and assign clerical responsibilities to support staff.
• Record and transcribe all reports, meeting minutes, correspondence handwritten copy or primary source material.
• Receive visitors, answer telephones, review inquiries and represent functional area/office to students, faculty, administrators and public officials exercising discretion in obtaining and providing factual and confidential information.
• Perform necessary processing and maintain files and records as required.
• Compile, analyze and prepare special reports and materials as requested.
• Work with the VP and Controller to coordinate submission of materials to President's
• Office for board meetings.
• Make minor and/or preliminary decisions regarding administrative detail such as what information is to be provided and to whom, using judgment based on knowledge of college policies and procedures.
• Prepare correspondence covering a wide range of subjects and under a great variety of circumstances for the Vice President's or own signature. This includes document creation, composing and/or editing, and proof reading.
• Arrange meetings and conferences, reserve meeting rooms, prepare agenda, assemble and summarize information required for coverage of agenda items, prepare and distribute minutes to appropriate individuals.
• Monitor Vice President's appointment calendar and help navigate the intricacies of scheduling; adjust schedules as needed due to emergency or unforeseen events using discretion and judgment in rescheduling such appointments.

Job Requirements:

Required Qualifications and Working Conditions:

• Bachelor's degree. or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Five years of progressively responsible office and administrative support experience.
• Attention to detail, adaptability, problem-solving, and relationship-building skills.
• Ability to utilize a keyboard to enter, retrieve and manipulate data is required.
• Advanced document production (Microsoft Word preferred), and intermediate spreadsheet application (Microsoft Excel preferred) skills. Moved below.

Preferred Qualifications

• Beginning presentation application (Microsoft PowerPoint preferred) and beginning database application (Microsoft Access preferred) skills are desired.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Drive, Slides and Meet)?

 

Physical Demands:

• Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from office to office on-Campus. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

 

Additional Information:

Supervision Received:

Administrative supervision is received from the Vice President for Administrative Affairs.

Supervision Exercised:

Functional supervision may be exercised over clerical support staff and student employees.

HOURS: Monday - Friday 8:15 am -5:00 pm

SALARY: $58,295

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

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