Administrative Assistant to the Deans

Parkland College

4d•Onsite

About The Position

The Administrative Assistant to the Deans provides confidential administrative support to the Deans' Office leadership team. This position helps manage the day-to-day operations of the office, works independently on routine tasks, assists students and visitors, and prepares written communications and other materials. This position requires strong communication, organization, and customer service skills. The person in this role works closely with students, employees, and visitors and provides information, guidance, and administrative support for the Deans' Office. The position works in a busy environment, manages multiple responsibilities, and adjusts to changing priorities as needed.

Requirements

Associate's degree; OR three (3) years of customer service, administrative support, or public-facing experience, preferably in an educational setting; OR an equivalent combination of education and experience.
Successful completion of a post-offer criminal background check with fingerprinting. The review includes, but is not limited to, exclusionary offenses under the Illinois School Code and Title IV of the Higher Education Act.
Ability to handle confidential information with discretion.
Ability to use good judgment and work independently in a professional office environment.
Strong interpersonal and customer service skills.
Experience providing direction, training, or supervision to employees, students, volunteers, or other individuals.
Strong organizational skills and the ability to manage multiple priorities and meet deadlines.
Proficiency with Microsoft Office applications, including Excel, and the ability to learn new software and systems.
Ability to operate and troubleshoot standard office equipment.
Ability to work effectively with people from a variety of backgrounds and respond professionally in challenging situations.
Commitment to providing excellent customer service and maintaining positive working relationships.
Ability to work with a diverse population.
Candidates must not be receiving a SURS annuity or must be willing to suspend their annuity upon employment, unless otherwise exempt under law.

Responsibilities

Provide administrative support to the Deans' Office leadership team by managing calendars, scheduling meetings, maintaining records, and coordinating activities with internal and external partners.
Serve as the first point of contact for students, parents, employees, and visitors by responding to walk-in, phone, and email inquiries.
Provide information and assistance related to college and departmental policies, procedures, services, and resources.
Provide administrative support for Title IX pregnancy-related accommodations, including intake, follow-up, and recordkeeping, as directed.
Prepare and distribute student absence letters in compliance with FERPA requirements.
Coordinate distribution of Dean's List recognitions and certificates.
Maintain confidential records and enter data into the Student Information System (SIS) and other databases.
Assist with departmental budgets by reconciling P-Card expenses, processing requisitions, and completing related paperwork.
Coordinate travel arrangements, conference registrations, and reimbursement requests.
Order office supplies and help maintain efficient office operations.
Hire, train, supervise, and schedule student employees.
Support departmental, divisional, and college-wide events, including Scholarship Reception, Commencement, RISE programming, Welcome Convocation, and enrollment events.
Assist with presentations, publications, communications, and office records.
Serve as the Dean of Students website liaison by maintaining assigned webpage content and coordinating updates to student handbook resources.
Work collaboratively with administrative assistants, department chairs, faculty, and staff to support office and departmental operations.
Provide administrative support to the Vice President's Office, as requested, in support of Student Services operations.
Perform other duties as assigned.