Senior Administrative Assistant, Student Affairs & Dean of Equity and Inclusion
Prairie State College

Job Info

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Posting Number:

S0385P

Classification:

Support Staff

DBM Rating:

B24

Position Number:

117

Position Title:

Senior Administrative Assistant, Student Affairs & Dean of Equity and Inclusion

Position Type:

Support Staff

Status of Position:

Staff - Full Time

Union:

Support Staff

FLSA:

Non Exempt

Position Summary:

Under direction, performs difficult secretarial functions for two College Administrators. Requires independent action, a general knowledge of College procedures and policies, and knowledge of the procedures particular to the offices of assignment.

Reporting and Supervisory Relationships:

Direct reporting relationship to the Dean of Students and Dean of Equity and Inclusion.

Essential Responsibilities:

1. Prepares and sends correspondence, maintains records, produces reports, and other administrative material generated by the Administrator's office(s).2. Receives and reviews correspondence for dissemination to respective Deans or other employees. 3. Schedules appointments and makes travel arrangements for supervisors and supervisor's direct reports.4. Completes data entry, purchase requisitions, maintains and orders equipment and supplies.5. Requests, gathers, assembles, and compiles information from varied sources to assist the administrators in the preparation of records and reports and to complete own work assignments.6. Supports the college's federal compliance programs, by maintaining compliance calendars and data dashboards.7. Maintains data entry and letters respective to audit and grievance process in respective software (e.g., Maxient, etc.).8. Supports the college's Title IX and student conduct processes by assisting in the coordination of communication and hearings (formal/ informal). Oversees the correspondence to all involved parties, including third party decision makers, and hearing authorities.9. Establishes and maintains files of important correspondence, records, and reports; retrieves or searches files for information at the administrator's request, and maintains appropriate controls over files.10. Performs a variety of duties that are specific to the respective administrators.11. Work with Deans/Vice President of Student Affairs to prepare department and state budgets and reports. Maintain department budgets by making necessary corrections, budget adjustments, etc., for entry by the business office.
12. Serves as lead assistant to clerical staff and/or student work-study assistants; coordinates the flow of work, explains or interprets departmental procedures, and provides general technical assistance.13. Maintains confidentiality.14. Participates in event planning meetings for respective administrators.15. Takes and transcribes notes, oral dictation, and meeting minutes for respective administrators.16. Performs other duties as assigned within the scope of the department, consistent with the role of this position.

Working Conditions/Physical Requirements:

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

Minimum Qualifications:

1. Associate's degree in office administration or related field and two years secretarial experience; or high school degree or equivalent and four years of secretarial experience.2. Proficient operating knowledge in the use of Microsoft Suite.3. Demonstrated strong oral and written communication skills and interpersonal skills.

Preferred Qualifications:

1. Experience working for a community college.2. Prior experience with Colleague and Maxient.3. Operating knowledge of spreadsheet and database software.

Anticipated Work Hours and Days:

Monday -Friday 8:00 a.m. - 4:30 p.m.

Salary:

$46,656- $69,983

Posting Date:

10/04/2024

Open Until Filled:

Yes

Special Instructions to Applicants:

All applications must be submitted electronically.

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