Administrative Assistant I

Joliet Junior College•Joliet, IL

10d•Onsite

About The Position

The Administrative Assistant I provides a wide range of highly responsible and complex clerical and secretarial duties, requiring a high level of discretion. This role offers professional, effective, and efficient customer service assistance to students, faculty, and college personnel, while also supporting the Department Chair. The position serves as a secretary to a department head, handling operational details that involve significant confidentiality and responsibility. Responsibilities may include staffing and supervising part-time clerical employees and student workers. The role requires considerable judgment, initiative, and independent action in adapting work procedures to new situations, along with knowledge of departmental and college systems' policies and procedures.

Requirements

High school diploma or equivalent.
One (1) year of related experience.
Ability to perform accurate data entry and proofread carefully.
General knowledge of modern office procedures.
Strong personal computer skills and a thorough knowledge of Microsoft Office 365 Outlook, Word and Excel for Windows.
Ability to perform multiple tasks simultaneously with attentiveness to detail and organization.
Ability to work both independently and as a team member.
Ability to handle confidential information with care and prioritize duties.
Strong verbal and written communication skills.
Ability and willingness to work cooperatively with a diverse population.
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

Familiarity with Colleague and Curriculog.
English and Spanish verbal and written communication proficiency.
Demonstrated multicultural competence.

Responsibilities

Prepare and complete written and digital correspondence, documents, internal and external reports, tests, and other related materials; make copies and distribute as required.
Update and maintain syllabi, curriculum, classroom materials, mailing lists, records, handbooks, databases, and files.
Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail.
Counsel students and part-time instructors on issues and college procedures.
Provide technical support to department personnel and students with the use of office equipment and software.
Initiate, develop, and manage semester class schedules using Excel for 15 Associates programs.
Collaborate with Department Chair and Program Coordinators to adjust class schedules as needed and execute requested changes.
Assist chair in maintaining and monitoring departmental budget.
Collect, transfer, deposit, and verify monies for all departmental expenditures; maintain accounting and related business records of operations.
Maintain college/department credit card.
Collaborate with Purchasing Manager on large equipment bids over $25,000.
Update and manage marketing literature, including brochures, flyers, and promotional materials.
Collaborate with the marketing team to ensure consistency in brand messaging across all materials.
Design and update displays in building hallways and at events.
Assist students with class registrations, proficiency and written exams, and related services.
Perform registration procedures in Colleague to enroll students into cohort programs.
Coordinate textbook and material purchases for cohort students.
Order and maintain inventories of textbooks, supplies, and uniforms.
Communicate with publishers and vendors.
Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records.
Arrange off-campus travel for staff and faculty, including international travel.
Research travel options, calculate expenses, and complete conference registrations and budget approvals.
Prepare payroll for student workers, process course loads and office hours, questionnaires, surveys, vehicle requests, facility use, invoices, purchase requisitions, budget transfers, book adoptions, desk copy requests, work orders, and service arrangements.
Assist all full-time and adjunct faculty in the department.
Conduct student evaluations of all faculty.
Perform onboarding processes for new faculty, staff, and student workers.
Work collaboratively with other departments and/or vendors.
Review office procedures and suggest to the chair necessary changes.
Maintain Department organizational chart.
Participate in achieving departmental and college goals and objectives.
Perform related duties as assigned.