Administrative Assistant II - Human Resources

McHenry County College•Crystal Lake, IL

6d•Onsite

About The Position

The Administrative Assistant II, Human Resources, provides essential operational and administrative support to ensure the smooth functioning of HR processes and services. This role is responsible for maintaining accurate employee data within the Colleague HRIS system, including processing new hires, terminations, transfers, and updates to employee records such as name and address changes. The position also manages financial administrative tasks, including processing invoices and credit card billing. Serving as a key point of contact, the assistant greets visitors to the HR suite, supports I-9 employment eligibility verification, and coordinates logistics for meetings by scheduling, preparing agendas, and recording notes. Additional responsibilities include submitting work orders to Facilities and IT, ordering office supplies, responding to employment verification requests, and actively monitoring and responding to inquiries in the HR inbox. This role requires strong attention to detail, organization, and customer service skills to support a responsive and efficient HR function.

Requirements

Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework
Three to five years related experience
Ability to manage calendars at the director or above level
Ability to assess situations and bring them to Dean appropriately
Strong customer service orientation
Technological orientation, including the ability to learn new computer applications, including College ERP
Ability to deal with complex and/or stressful situations with relative ease and a professional demeanor
Thorough knowledge of modern office technology and procedures
Interest and ability to continuously improve processes
Ability to work independently with minimal supervision and take initiative to resolve or complete duties in a timely manner
Ability to work and communicate effectively with a wide range of co-workers, applicants, students, community members and vendors
Ability to maintain confidentiality, discretion and integrity
Advanced written and oral communication skills
Proven problem-solving skills
Ability to work efficiently, effectively and accurately with a strong sense of timeliness
Ability to work under pressure and handle change
Ability to handle multiple tasks and ongoing projects
Proficient in Microsoft Suite and internet
Organizational and planning skills
Detail oriented
Excellent proofreading skills
Strong detail, follow-through, and organizational skills
Commitment to and respect for diversity and the MCC Behaviors of Excellence
Commitment to the College mission, vision, and goals

Nice To Haves

Bachelor’s degree from a regionally accredited institution
Bilingual (Spanish/English) language skills

Responsibilities

Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members
Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off-campus location and external agency assessments
Develop and maintain a working familiarity with the College Strategic Plan and related activities
Assist in data gathering, documentation, and preparation of various department procedures
Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports
Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations
Enter data and extract information from the College’s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds
Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P.
Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
Maintain an up-to-date central filing system
Perform general clerical duties – word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and other College procedures
Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
Develop and keep up-to-date procedure manuals for the various departments within the Division
Provide daily direction and training for staff and student employees
Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
Maintain currency in college processes and technologies
Perform related administrative support duties specific to the assigned department and assigned by the Administrator
Assume additional duties as assigned by immediate supervisor