Administrative Assistant II - Marketing & Communications

Elgin Community College•Elgin, IL

58d•$17 - $21

About The Position

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person-students, staff members, faculty members, and campus visitors-feels valued. The work of each ECC employee is central to the college's mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie. An employee in this classification performs work of routine difficulty by providing administrative support to the department. Work is distinguished by the ability to collaborate and interact with the faculty, staff and students. Immediate supervision is received by the assigned manager.

Requirements

High school diploma required; associate degree in business administration, marketing, communications, or related field preferred, or comparable work experience.
Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
Working skills in verbal and written communication.
Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs

Nice To Haves

Working skill utilizing databases, including enterprise-wide databases (e.g. Colleague).

Responsibilities

Perform a variety of administrative and clerical duties for the department, including, but not limited to: Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information. Research and process documents to update and maintain files/records. Establish and maintain filing systems. Compose, format and type routine correspondence, reports and other documents. Verify discrepancies and make corrections. Coordinate office and departmental activities. Coordinate calendars, schedules, training, travel arrangements, meetings and special events. Post information on college intranet and other electronic communication systems. Greet and assist office/department visitors. Answer and route telephone calls. Enter and retrieve data and information from computer systems and software applications. Disseminate information. Assist with projects that are central to the operation of the department/office. Order office and program supplies, including arranging for equipment maintenance.
Responsible for departmental accounting, including, but not limited to: Process requisitions for accounts payable. Initiate budget transfers. Monitor department budget accounts. Generate budget reports. Track general ledger accounts. Address payment inquiries. May reconcile department purchasing card expenses.
Maintains required training, licensure and/or certifications
Maintains confidentiality of privileged information and adheres to applicable privacy laws
Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
Adheres to department guidelines for attendance and punctuality
Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities.
May assist in inputting the division's course offerings each semester into the college's enterprise-wide database system (e.g. Colleague), maintain changes/updates, coordinate faculty contracts and resolve room conflicts.
May order and distribute textbooks and supplemental materials for faculty.
May assist in maintaining division course outlines using the college's curriculum management software.
Perform other job-related duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.