Function:
Coordinate daily operations of assigned division office. Provide executive secretarial support for Dean and division office staff. Coordinate faculty hire and payment, course scheduling, orientations and budgets.

Essential Responsibilities:
1. Provide general office assistance for the assigned Dean. Answer phones, prepare correspondence, schedule meetings. Prepare and organize materials for meetings.

2. Coordinate hiring process for new faculty. Schedule interviews, secure employment forms, assign voicemail and e-mail accounts, etc.

3. Link all instructor teaching assignments to faculty contracts. Calculate compensation as outlined in contracts and generate payment forms.

4. Distribute semester schedules to instructional staff. Input schedules on integrated data management system, maintain changes, update, and resolve room conflicts with other division support staff.

5. Maintain departmental filing system and inventory of required forms and supplies needed to run an efficient office.

6. Generate requisitions, maintain budget and monitor general ledger accounts. Run budget reports as requested.

Essential Responsibilities Continued:

Other Responsibilities:
1. May assist with student education and graduation processes. Prepare exam rosters, notify students of class cancellations and verify with records personnel that students have completed necessary coursework for graduation, etc.

2. May assist in the preparation of accreditation reports, program review reports, grants, course outlines, instructional materials and exams for division management.

3. Perform other job-related duties as assigned which pertain to the job description.

Work Relationships:
Does Not Supervise

Physical Demands:
Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

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. Bachelor's degree (BA/BS) from four-year college or university; or equivalent combination of education and/or experience.

2. Four years executive secretarial experience.

3. Proficiency in use of Microsoft Office software (i.e., Word, Excel and Outlook).

4. Experience with budgets and purchasing processes.

5. Excellent oral and written communication skills.

6. Keyboarding

Desired Qualifications:
1. Previous work experience in an office of higher education.

Special Instructions to Applicants:
Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 4/16/2018 and meet the posted minimum qualifications will receive full consideration.

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.

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!