Department Assistant for Arts, Media & Social Sciences/Humanities

Parkland College

2d•Onsite

About The Position

This position is an on-campus, full-time, 12-month appointment based in Champaign, Illinois covered by the Professional Support Staff (PSS) Union with an annual salary of $36,649.60. The Department Assistant is responsible for organizing and facilitating the operational flow of the departments, assisting students, directing visitors, and providing support to Department Faculty Chairs, faculty, and staff. The Department Assistant serves on a schedule established by the Department Faculty Chairs and the Dean of Arts & Sciences. Internal and external events occasionally necessitate an altered work schedule. The position involves frequent handling of confidential information and records. At times, minimal supervision is provided; the Department Assistant must be able to work independently and accurately prioritize tasks.

Requirements

High School diploma or GED equivalent.
Excellent written, verbal, and inter-personal skills
Proficiency in software programs such as Microsoft Office, especially Excel, the Parkland information system, and new programs as technology changes.
In an effort to comply with SURS return-to-work restrictions for employers (40 ILCS 5/15-139.5), candidates for employment at Parkland College must either not be a SURS annuitant or must be willing to suspend his/her SURS annuity upon employment. This applies to all SURS annuitants except those receiving their annuity under either the Self-Managed Plan (SMP) or by lump sum payment.

Responsibilities

Provide daily front desk coverage for the departmental office.
Respond to phone, e-mail, and in-person inquiries.
Host visitors to the department and assist students needing to meet with Chair(s) or faculty.
Initiate, process and maintain departmental records and reports as needed; assist in projects or record-keeping initiated in other areas of the College as needed and with training.
Enter course assignments in Colleague per Department Chair’s instructions.
Maintain faculty schedule and departmental absence reports; assist Chair with contacting/scheduling substitute instructors.
Coordinate distribution and collection of course evaluations.
Collect current syllabi from instructors.
Collect and distribute incoming and outgoing mail.
Provide clerical support to the Department Faculty Chairs; schedule meetings/appointments and prepare meeting agendas/minutes as needed.
Reconcile P-card expenditures.
Coordinate special departmental projects or events with assistance of division staff as needed.
Troubleshoot problems with office or classroom equipment.
Maintain positive relationships with other department administrative assistants and division staff to coordinate activities.
Assist in departmental facility scheduling.
Hire, train, and supervise student workers.
Other duties as assigned by Department Faculty Chairs and the Dean of Arts & Sciences.