Administrative Assistant II
Company: Careerbuilder-US
Location: Crystal Lake
Posted on: January 26, 2023
Job Description:
Job TitleAdministrative Assistant IIDepartmentSociologyFLSA
StatusNon-ExemptJob TypeStaffPosition Grade8Employee TypeFull
TimeHiring RangeCommensurate with ExperienceWork Year12
MonthsTypical Work Schedule40 hours, flexible schedule to meet
department needs to include evenings and weekends. Additional hours
beyond schedule may be required.Bargaining Unit
EligibilityYes-Staff CouncilWork Week40 HoursPosition
IntroductionAs an Administrative Assistant II for the Social
Sciences and Public Services Division, you will in many ways be the
face of our office, making a positive first impression for our
guests, building rapport with them, and creating a safe and
welcoming space. Along with serving a key administrative role, the
Office Assistant II will be a part of a team dedicated to
supporting division faculty and students with all available
resources. The holder of this position will consider the mission,
vision, and goals for MCC, while embodying the values of
inspiration, connectedness, inclusion, thoughtfulness, community,
excellence, passion, and stewardship.PositionSummaryResponsible for
providing advanced administrative support to the Administrator,
Department Chairs and faculty within the assigned College
department and/or division. Provide outstanding customer service to
employees, students and external customers while maintaining a
smooth operation of the office. Effectively and efficiently
handling a variety of administrative support duties that support
the Division.Reports toDean of Social Science & Public
ServicesEssential Functions andResponsibilities
- 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, 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 evaluationsEnter 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 buildsRequired
EducationAssociate's Degree or higher from a regionally accredited
institutionOther RequiredQualifications
- Three to five years related experienceDesiredQualifications
- Bachelor's degree from a regionally accredited institution
- Bilingual (Spanish/English) language skillsSkills and
Specifications
- Ability to manage calendars at the director or above level
- Ability to assess situations and bring them to Dean
appropriately
- Strong customer service orientation
- Technological orientation, including the ability to learn new
computer applications, including College ERP
- Ability to deal with complex and/or stressful situations with
relative ease and a professional demeanor
- Thorough knowledge of modern office technology and
procedures
- Interest and ability to continuously improve processes
- Ability to work independently with minimal supervision and take
initiative to resolve or complete duties in a timely manner
- Ability to work and communicate effectively with a wide range
of co-workers, applicants, students, community members and
vendors
- Ability to maintain confidentiality, discretion and
integrity
- Advanced written and oral communication skills
- Proven problem-solving skills
- Ability to work efficiently, effectively and accurately with a
strong sense of timeliness
- Ability to work under pressure and handle change
- Ability to handle multiple tasks and ongoing projects
- Ability to safely handle - push/pull carts up to 40 pounds
(heavy books, packages, etc.) and lift up to 25 pounds
unassisted
- Proficient in Microsoft Suite and internet
- Organizational and planning skills
- Detail oriented
- Excellent proofreading skills
- Strong detail, follow-through, and organizational skills
- Commitment to and respect for diversity and the MCC Behaviors
of Excellence
- Commitment to the College mission, vision, and goals
- Ability to perform all of the essential functions, skills, and
specifications of the positionLocationMain
CampusPDN-977cccec-37c4-48be-9a76-c6232fceacd7SDL2017
Keywords: Careerbuilder-US, Crystal Lake , Administrative Assistant II, Administration, Clerical , Crystal Lake, Illinois
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