Executive Administrative Assistant - Academic Affairs

McHenry County College • Crystal Lake, IL • 2h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13449982

rrExecutive Administrative Assistant - Academic Affairs

rMcHenry County College

rSalary: \$33.57 - \$47.38 Hourly

rLocation: Crystal Lake, IL

rJob Type: Staff - Full-Time

rJob Number: 202600040

rDivision: Academic Affairs

rDepartment:

rFLSA: Non-Exempt

rBargaining Unit: NO

rTarget Hire Rate: \$35.53 - \$39.48

rPay Grade: S10

rWorkweek

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

Position Summary

The Executive Assistant provides confidential, high-level administrative support to MCC Cabinet members, managing their calendars, communications, and office operations. The position handles confidential information, prepares reports, and coordinates meetings and events. The role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Strong communication and interpersonal skills are essential for liaising with internal and external stakeholders. Proficiency in a variety of office software and the ability to anticipate the needs of their supervisor are also crucial. This position requires problem-solving and decision-making to ensure optimal departmental functions. Providing excellent customer service to employees, students and external visitors, the Executive Assistant often acts as a concierge, managing the flow of information and prioritizing tasks to maximize their supervisor\'s effectiveness and efficiency. This role may also be involved in special projects, providing research and support to help achieve institutional goals.

DEPARTMENTAL SPECIFIC DUTIES: The Executive Assistant, Academic Affairs supports a variety of Academic Affairs efforts, including the following areas of academic support that report to the Associate Vice President of Academic Affairs (AVPAA): Center for Teaching and Learning, Phi Theta Kappa, First Year College Experience, Learning Communities, Study Abroad, and Curriculum, Articulation and Transfer.

Essential Job Functions and Responsibilities

Provide confidential support for the VP or Chief officer of their

assigned division and, as appropriate, members of their team, responding to a wide variety of inquiries from College employees, students and community members

Create and maintain a variety of deliverables, including but not

limited to: presentations; reports; spreadsheets; meeting minutes and agendas; manuals; forms; etc., aligning with College branding standards

Contribute administrative support for projects such as Board

reports, ICCB and accreditation reporting, contract negotiations, and compliance-related activities by gathering data, composing drafts, proofreading/editing, and disseminating and updating information in a variety of ways

In support of contract negotiations for one of MCC\'s four

collective bargaining units, depending upon need, administrative support may include scheduling of negotiating sessions, taking minutes of the negotiations, creation and management of a Teams channel dedicated to the negotiations, communication to participants, and other logistical responsibilities

Organize and carry out work plans to accomplish a variety of tasks

associated with the function of the assigned division, including but not limited to: meetings; material preparation and distribution; reporting; special events; etc

Assist with meetings/special event preparations by drafting agendas,

sending invitations, reservingrooms/facilities, taking minutes, partnering with catering and other services such as A/V or technical support, and assisting with the event itself as needed

Manage the VP or Chief Officer\'s calendar as needed, scheduling

meetings and shifting availability as priorities dictate

Coordinate travel arrangements, as well as provide timely, accurate

confirmation and filing of expense reports

Enter data and extract information from the College\'s ERP or other

College software/systems to perform duties such as data compilation, report generation, and responsibilities related to course scheduling

Assist with budget preparation and management, tracking and

following up on financial transactions and contracts, including those related to grants and grant expenditures.

Serve as departmental/divisional representative at College/external

meetings, seminars, workshops as requested

Perform general clerical duties, including but not limited to

maintaining divisional files, ordering office supplies, drafting correspondence, keeping their office space in good order, hosting guests, and providing coverage for colleagues as appropriate

Keep up-to-date on college policies, processes, and technologies

Assume additional duties as assigned by immediate supervisor

Required Qualifications\

Go to Apply

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