Senior Administrative Assistant

Position Title :

Senior Administrative Assistant

Job Description :

POSITION TITLE : Senior Administrative Assistant

STATUS : Full-Time

DEPARTMENT : President’s Office

DIVISION : President’s Office

CLASSIFICATION : Non-exempt

UNION : Non-union

REPORTS TO : Executive Assistant to the President

PLACEMENT : Support Staff, Grade NUS08

HIRING RANGE : $55,601 - $62,551 annually

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA / EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

This position provides high-level administrative support in the Office of the President in a professional, dependable, and confidential role. This position performs duties and exhibits behaviors that directly support or influence the achievement of the strategic goals and objectives of the Office of the President and the College. This position must interact professionally with internal and external stakeholders and enjoy working within the environment that is mission-driven, results-focused, and community-oriented.

This position works both under direction and independently on projects, from conception to completion, on a variety of tasks concurrently, while meeting established deadlines and changing priorities. The incumbent in this position must possess emotional maturity and have the ability to handle situations without unnecessarily escalating them. Key areas of responsibility include office expense management and documentation, meetings / events planning and preparation, travel arrangement support, and correspondence.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support to the Office of the President. Support the President and the Executive Assistant to the President.

2. Answer telephones, screen callers, and receive visitors while assessing the relative importance of each.

3. Prepare and process Workday transactions related to travel for the President as well as office purchases.

4. Plan and coordinate meetings and ensure that the President’s schedule is followed and respected. Support mutually agreeable situations for direct access to the members of the Office of the President.

5. Maintain records, reports and general files.

6. Perform general office duties and assist with preparing incoming and outgoing correspondence.

7. Serve as co-chairperson for President’s Leadership Experience (PLE).

8. Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-through on projects to successful completion. Perform administrative assignments, adhering to deadlines and directives.

9. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, and other tasks. Maintain absolute confidentiality regarding all matters within the Office of the President.

10. Order and maintain inventory of supplies.

11. Assist with distribution of materials from the President’s Office.

12. Under the direction of the Executive Assistant, facilitate the success of events hosted by the Office of the President by scheduling events, preparing agendas and programs, arranging for audiovisual and associated support equipment and services, ordering food, and coordinating or providing support during the events.

13. Assist with preparation of materials for Board of Trustee meetings as needed.

14. Perform duties of the Executive Assistant in her absence.

15. Serve on college committees and cross-functional teams as designated.

16. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s Degree

2. Three (3) years of experience in an office setting.

3. Proficient in MS Office (Word, Excel, PowerPoint and Outlook), and Adobe Acrobat.

4. Excellent oral, written, and interpersonal communication skills and detail-oriented with the ability to proofread and type accurately.

5. Excellent customer service skills with the ability to effectively work with minimal supervision.

6. Ability to establish and maintain cooperative and effective working relationships with other members of the college.

7. Ability to establish and maintain efficient filing systems and office organization.

8. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.

9. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

10. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Bachelor’s degree

2. Five (5) years of office experience, preferably in a higher education environment.

3. Experience with Workday and Canva.

4. English and Spanish verbal and written communication proficiency.

5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.

2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS

• Duties are performed indoors in the usual office and / or outdoor environment.

BENEFITS

Click on the link for information about JJC's Benefits : Non-Union Support Staff, Professional, Administrative

Full Time / Part Time :

Full time Union (If Applicable) :

Scheduled Hours :

40