Administrative Assistant of GDH

Knox College•Galesburg, IL

16h•Onsite

About The Position

Knox College invites applications for an Administrative Assistant to serve as support for academic departments in the social sciences and the humanities. This position is a 40-hour a week, 10-month position. Reporting to the Provost and Dean of the College and under the supervision of the Executive Assistant to the Dean of the College, the Administrative Assistant supports the academic program at Knox and works closely with faculty, staff, and students in many different ways. The Administrative Assistant is based in George Davis Hall, overseeing daily operations in the building, and providing support to departments and programs in that building, Old Main, Borzello, and Old Jail. Assistants provide administrative support for faculty in their respective buildings, providing information and resources in order to support teaching and learning. They complete a wide variety of departmental management tasks including issues of budget, facilitating communication with the Office of the Dean of the College, and ensuring broad oversight of offices and facilities.

Requirements

A minimum of high school degree (college degree preferred) with clerical (software and business machines) experience and additional training.
Google Suite programs and MS Office suite are expected or ability to learn.
Excellent interpersonal skills and the ability to provide a welcoming, professional environment are required.
Ability to work with individuals from diverse backgrounds and experiences and perspectives.
Ability to proactively navigate multiple projects and timelines among a number of departments and faculty.

Nice To Haves

Secretarial/clerical with event planning experience.
Additional knowledge of design software such Adobe Acrobat Pro, InDesign, Canva, etc. is desirable.

Responsibilities

Assisting academic departments in organization of meetings, workshops, conferences, and educational programs including work with catering, facilities services, communications and resources.
Maintaining office supplies and materials, including name badges and business cards for all departments housed in the areas supported.
Assisting departments and faculty with purchasing and travel expense reimbursements.
Assisting with arrangements for campus visitors including lodging, airline, group meals, and other accommodations.
Supporting academic departmental searches including management of Interfolio files.
Monitoring, maintaining, ordering supplies, installing parts, stock paper, and troubleshooting copiers.
Assist faculty with Xerox, PDFs, and other copier processes.
Collect and deliver mail as appropriate.
Providing oversight of building spaces, including submitting work order requests, updating building directories as needed, and communicating with facilities and campus safety regarding maintenance and safety issues.
Serve as a source of information and provide assistance to faculty and departments regarding campus policies, communication and work flows, Business Office procedures, and other campus offices that the educational program.
Other duties as assigned to support the educational program in areas of responsibility.
Administrative assistants generally do not have supervisory responsibilities but may provide supervision of student workers in the Dean’s Office or academic departments.