Administrative Assistant I

Joliet Junior College • Joliet, IL

8d • $22 - $23 • Onsite

About The Position

The Administrative Assistant I provides essential administrative support to the Entrepreneur and Business Center (EBC). This full-time, grant-funded position involves maintaining grant records, tracking deadlines, preparing correspondence and reports, updating departmental guides, monitoring budgets, processing financial transactions, and managing credit card accounts. The role also includes coordinating appointments, travel, and departmental activities, as well as overseeing office supplies. Additionally, the Administrative Assistant will support the EBC team in managing, running, and publicizing events and seminars, which includes web postings, flyer creation, managing sign-ups, overseeing event flow, and building presentations.

Requirements

• Associate’s degree; or in lieu of Associate’s degree, must have equivalent college credit hours or related experience.
• Two (2) years of professional work experience.
• Strong written and oral communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle multiple tasks and responsibilities simultaneously.
• Proficient in MS Office Applications plus Canva, and ability to learn department and job specific software systems including HubSpot.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• 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.
• Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

Nice To Haves

• Bachelor’s Degree in related subject.
• Workday experience.
• English and Spanish verbal and written communication proficiency.
• Demonstrated multicultural competence.

Responsibilities

• Provide support to the department manager and team members for overall administrative and coordination of functions within the office.
• Provide support for seminars, events, and classes.
• Assist with research and analysis of data for complex grant reporting, including activity tracking and financial reporting with documentation for grant execution.
• Maintain grant records and update the annual grant calendar to track deadlines, communication, grant agreements, and reporting.
• Prepare correspondence, documents, compile data for internal and external reports, and other related materials.
• Assist the team with department projects, including presentations and trainings.
• Be cross-trained and perform related tasks for all areas within the EBC.
• Process purchase requisitions, transfers, direct pay vouchers, invoices, and budget adjustments; maintain department credit card account, reconcile credit card statements; track department budget.
• Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and records, and assist with the planning and organization of department activities.
• Maintain professional organization memberships and subscriptions.
• Work closely with cross-functional departments within JJC and outside organizations, such as Chambers and Economic Development bodies.
• Assist teams with presentations and event organizing.
• Perform related duties as assigned.

Benefits

• Information about JJC's Benefits: Non-Union Support Staff, Professional, Administrative

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree