Administrative Assistant: Student Success

Illinois Central College•East Peoria, IL

7d•Onsite

About The Position

As a member of the Division of Student Success at Illinois Central College, the Administrative Assistant to the Vice President of Student Success is essential in fostering positive student interactions, enhancing student-centered processes, cultivating a sense of belonging, and collaborating to support student success. Reporting directly to the Vice President of Student Success and focused on providing confidential executive-level administrative support, this position helps to advance divisional goals while supporting the college’s overall mission and strategic priorities. The Administrative Assistant to the Vice President of Student Success supports the effective operation of the Division of Student Success by managing calendars, preparing materials, maintaining records, coordinating meetings, supporting communication, assisting with budgets and purchasing, and helping coordinate divisional projects, initiatives, task forces, and committees. This position serves as a front-line representative of the Vice President’s office and works with students, staff, faculty, administrators, community members, and external partners in a professional, responsive, and student-centered manner. Because the Division of Student Success supports the student experience from inquiry and onboarding through enrollment, persistence, completion, transfer, and employment, this position requires strong judgment, confidentiality, organization, attention to detail, and the ability to work across departments in support of coordinated student success efforts.

Requirements

High school diploma or equivalent.
Three years of experience in administrative support, office coordination, customer service, or a related field.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong organizational, prioritization, and attention-to-detail skills, including the ability to manage multiple tasks, meet deadlines, prepare accurate materials, and maintain records.
Strong verbal and written communication skills, including the ability to prepare correspondence, reports, meeting materials, and other professional documents.
Strong interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with students, staff, faculty, administrators, and community partners.
Demonstrated ability to maintain confidentiality and exercise good judgment when handling sensitive student, personnel, budget, and institutional information.
Ability to work effectively with a diverse population and contribute to a welcoming, inclusive, and student-centered environment.
Ability to use college systems, databases, and technology tools to enter information, retrieve data, run reports, and support divisional operations.

Nice To Haves

Associate’s or Bachelor’s degree in business administration, communication, education, office administration, or a related field.
Experience working in higher education, student services, or a public-sector environment.
Experience providing administrative support to an executive-level administrator or senior leader.
Experience with Workday, PeopleSoft, Slate, Maxient, or other student information, customer relationship management, reporting, or case management systems.
Experience with budgeting, purchasing, travel coordination, meeting coordination, and/or project support.
Experience making student outreach calls or providing direct student support in an educational or service-oriented setting.
Knowledge of college policies, procedures, student services, and student success initiatives.

Responsibilities

Facilitate student success by offering personalized support, guiding students to appropriate resources, and acknowledging each student’s unique story.
Provide confidential administrative support to the Vice President of Student Success, including calendar management, meeting preparation, correspondence, document preparation, report coordination, and follow-up on assigned items.
Serve as a professional and welcoming front-line representative for the Office of the Vice President of Student Success by responding to phone, email, and in-person inquiries; gathering relevant information; identifying appropriate next steps; and referring students, staff, faculty, administrators, community members, and external partners to the appropriate office or staff member.
Support divisional student success initiatives by making outreach calls to individual students as assigned, including calls related to enrollment, persistence, retention, completion, student financials, special initiatives, student support campaigns, and other projects designed to reduce barriers and connect students with resources.
Enhance student success by identifying and providing feedback on process improvements and utilizing data as needed to ensure that resources, communication, and services effectively meet student needs.
Assist with the coordination of division-wide projects, special initiatives, committees, and task forces, including scheduling meetings, preparing agendas and materials, arranging logistics, taking minutes, maintaining records, tracking next steps, and supporting communication across departments.
Assist with divisional budget and purchasing processes, including maintaining budget records, preparing and routing purchase orders, reconciling purchasing card activity as assigned, monitoring supply needs, and supporting travel and professional development documentation.
Gather, organize, and maintain data and materials needed for reports, presentations, annual updates, divisional planning, accreditation support, board materials, and other institutional or divisional needs.
Assist with onboarding and ongoing operational support needs for staff within the Division of Student Success, including software requests, facilities requests, room reservations, supply orders, and related administrative processes.
Maintain confidential files, records, and communications for the Office of the Vice President of Student Success and ensure appropriate handling of student, personnel, budget, and institutional information.
Support communication within the Division of Student Success by helping distribute information, maintaining contact lists, organizing divisional updates, monitoring division webpages for accuracy, consistency, and needed updates, and working with department leaders to request website changes that keep student-facing information current and aligned with divisional priorities.
Advance student success by engaging in ongoing professional development and growth opportunities to stay current with best practices, college systems, office procedures, and evolving student needs.
Perform related duties as required.