Administrative Assistant II - Math, Science, and Health Services

McHenry County College•Crystal Lake, IL

About The Position

The Administrative Assistant II is responsible for providing high-level administrative support to the department’s senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees, students and external customers while maintaining smooth operation of the department’s administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater McHenry County College (MCC) community. The Administrative Assistant II will provide support to Biology, Chemistry, Earth Science, Geography, Horticulture, Math, and the Physics departments, as well as Kinesiology and Health Studies, Health Information Management, Nursing, Nursing Assistant Education, Occupational Therapy Assistant, Physical Therapy Assistant, Radiologic Technology, Respiratory Therapy, and Diagnostic Medical Sonography departments.

Requirements

Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework
Three to five years related experience

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, 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