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