Student Life Administrative Assistant

Parkland College

1d•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 $38,646.40. The Student Life Administrative Assistant is responsible for the day-to-day operations of the Student Life Complex, assisting with the planning and execution of Student Orientation, special events, preparing department materials, answering inquiries about the department and Parkland College, and tracking financial accounts for student organizations and Student Government. The Student Life Administrative Assistant is a full-time Professional Support Staff appointment on a schedule established by the Director of Student Life. Internal and external events occasionally necessitate an altered work schedule. The position involves frequent handling of confidential information and records. The Administrative Assistant must be able to work effectively and prioritize tasks with limited direction.

Requirements

Associate Degree with two (2) years’ experience in an office environment OR an equivalent combination of education and work experience.
Prior experience in supervising, directing, and training the work of others.
Ability to handle confidential information and records judiciously.
Verbal and mathematical skills sufficient to produce materials, communicate effectively, maintain accurate financial records, and perform other essential duties.
Functional ability in current word processing, desktop publishing, database, and spreadsheet software packages including but not limited to Microsoft 365 software, with the ability and willingness to learn the Parkland information system and new programs as technology changes.
Communicate and work with diverse groups of people including individuals with English as a second language.
Prospective new hires will successfully complete a post offer, pre-employment criminal background check with fingerprinting. The background check review includes, but is not limited to, exclusionary offenses per the Illinois School Code and Title IV of the Higher Education Act.
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.
Sponsorship for work authorization is not available for this position.
Parkland College is not an E-Verify employer.

Nice To Haves

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

Responsibilities

Assist the Student Life office with the planning, organization, promotion, Student Life emails, and conducting of events such as Convocation, Commencement, programs, and guest speakers.
Manage the operations of the Student Life office complex including the Atrium Welcome Desk and College Center display cases, and assist other departmental staff members when needed.
Assist student organizations and college departments by scheduling the use of Student Life rooms through the college scheduling systems 25Live.
Inquire and secure facilities, caterers, photographers, equipment, participants, and speakers for student life events.
Work with Student Life staff to create fliers, PowerPoint slides, adobe software and presentation materials utilizing Microsoft 365 software.
Manage the Parkland College identification card operations by producing and distributing IDs.
Maintain and troubleshoot the ID equipment, order supplies, and maintain service contracts for printer and ID software.
Hire, train, and supervise student employees that support the Student Life office, the Atrium Welcome Desk, ID operations, and Student Life operations.
Manage front desk operations for the Student Life office complex; assist with events, customer service, outreach to current and prospective students.
As needed, provide front desk coverage, and respond to phone, e-mail, and in-person inquiries; host visitors and assist student, faculty, and staff.
Train students how to utilize Parkland College student information systems.
Assist Student Life Coordinator – Orientation and Planning in orientation sessions.
Collaborate and coordinate with other departments to assist with college operations as needed.
Assist in that all Student Life events are well staffed.
Maintain proper inventory and upkeep of all Student Life & Wellness materials, equipment, and supplies.
Manage locker rentals and ensure lockers are in good working condition.
Ensure good record keeping of loanable equipment request and usage.
Submit work orders and ensure requested rooms are set up properly for all events.
Tracking the Student Life finances and records for multiple accounts; process purchases orders, check requisitions, prepare deposits, and purchases on p-card; track spending and budget reconciliation of Student Life accounts.
Assist the Director and other departmental staff with adherence to budgets for multiple financial accounts.
Conduct and manage Commencement logistics such as, registration, seating chart, cap and gown, ordering, pick-up, and return.
Track financial records for Student Government and registered student organizations; train student treasurers on check requisition process and financial responsibility.
Other duties as assigned by the Director of Student Life.