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Elgin Community College

Location: ElginIL 60123 Document ID: AB252-1584 Posted on: 2017-09-0609/06/2017 Job Type: Regular

Job Schedule:Full-time
2017-10-06
 

Administrative Assistant II



Function:
This position reports to and serves to supplement and provide back-up to the Administrative Assistant V. Responsible for administrative support operations for the Marketing and Communications Department. Performs a wide variety of crucial, confidential, and complex technical and administrative assistant duties. Utilizes independent judgment and personal initiative in the support of the Marketing and Communications Department.

Essential Responsibilities:
1. Provides general administrative support for various functions within the department.

2. Prepares simple requisitions, process invoice for payment and check requests for departmental work and Initiates work orders.

3. Uses departmental job tracking software for purposes that include tracking projects, and producing reports.

4. Maintains vendor information for matters related to billing

5. Organizes and maintains department files.

6. Ensures compliance with procurement policies and procedures.

7. Receives and directs visitors/inquiries and phone calls; takes and relays messages; processes mail/deliveries; processes requests for loans/samples of marketing materials. Maintains and monitors appointment schedules, calendars, and notifications for department staff.

8. Supports organizational work for the Marketing and Communications Department including web services, videography, photography, content and graphic design, marketing and communications specialists, and database and print services.

9. Composes, prepares, compiles, and disseminates correspondence, meeting notes, copies, reports, memoranda, statistical charts, and related documents as needed ? may include confidential correspondence.

10. Maintains an understanding of administrative procedures, union contracts, relevant higher education issues, human resources directives, etc.

11. Documents departmental processes in detailed, written form and updates regularly.

Essential Responsibilities Continued:

Other Responsibilities:
1. Perform other job-related duties as assigned which pertain to the job description.

Work Relationships:
Does Not Supervise

Physical Demands:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position requires close visual acuity to perform activities (i.e. preparing/analyzing data and figures; transcribing; viewing a computer monitor; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines; using measurement devices; and/or assembly or fabrication parts at distances close to the eyes).

Moderate noise.

Typical office or administrative conditions (i.e. not substantially exposed to adverse environmental conditions).

Working Environment:
Office

Required Qualifications:
1. Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and/or experience.

2. Proficiency in Microsoft Office software (Word, Excel and Outlook) and use of the Internet.

3. Excellent written and oral communication skills and the ability to collaborate in a professional manner with both internal and external constituents.

4. Comprehensive knowledge of administrative assistant best practices.

5. Ability to multitask and realign priorities in a dynamic environment.

6. Exceptional organizational skills.

7. Ability to work independently with minimal supervision.

8. Ability to utilize analytical and creative skills to evaluate problems, develop alternative solutions and present recommendations.

9. Adept at working in an integrated team environment.

Desired Qualifications:

Special Instructions to Applicants:
This position is open until filled. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 6/29/2017 will receive full consideration.

Please refer to the Frequently Asked Questions document for information related to the ECC Hiring Process and Applicant Tracking System.

Testing Required:

Materials Required to Complete the Application Process for this Position:
Cover Letter/Letter of Application
Resume/Curriculum Vitae


To apply please click here!