Administrative Assistant II - CAL, LISI, and CATI

McHenry County College • Crystal Lake, IL • 3h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13271236

rrAdministrative Assistant II - CAL, LISI, and CATI

rMcHenry County College

rSalary: \$24.88 - \$35.12 Hourly

rLocation: Crystal Lake, IL

rJob Type: Staff - Full-Time

rJob Number: 202600012

rDivision: Academic Affairs

rDepartment:

rFLSA: Non-Exempt

rBargaining Unit: STA

rTarget Hire Rate: \$26.33 - \$29.26

rPay Grade: S8

rWorkweek

40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Position Summary

The Administrative Assistant II is responsible for providing high-level administrative support to the department\'s senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees, students and external customers while maintaining smooth operation of the department\'s administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater McHenry County College (MCC) community.

DEPARTMENTAL SPECIFIC DUTIES: The Administrative Assistant II is responsible for providing advanced administrative support to the Directors of three different but related initiatives: the Center for Agrarian Learning (CAL), the Liebman Institute for Science Innovation (LISI) and the Center for Advanced Technology and Innovation (CATI), ensuring smooth execution of daily administrative, financial, and event-related functions. This role involves managing multiple calendars, coordinating event outreach and communications including list-serv and social media posts, tracking marketing and advertising deadlines, as well as ensuring databases and contact lists are current. This person will be responsible for monitoring budgets, ordering supplies, and processing purchases and receipts via multiple platforms. They will also serve as the primary contact for event vendors, process contracts for guest speakers, and effectively and efficiently handle a variety of administrative support duties for each initiative.

Essential Job Functions and Responsibilities

Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members

Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College

Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes

Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration

Coordinate internal logistical arrangements for department-sponsored or college-sponsored events

Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off-campus location and external agency assessments

Develop and maintain a working familiarity with the College Strategic Plan and related activities

Assist in data gathering, documentation, and preparation of various department procedures

Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports

Facilitate the Administrator\'s academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations

Enter data and extract information from the College\'s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds

Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures

Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes

Maintain an up-to-date central filing system

Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars

Provide complete

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