Administrative Specialist Visual & Performing Arts, Education, and Sciences
Waubonsee Community College

Job Info

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Administrative Specialist Visual & Performing Arts, Education, and Sciences

Sugar Grove Campus
Full-time Support Staff

Hybrid Option: Yes

Waubonsee Community College promotes diversity in faculty, staff, and student recruitment and is committed to hiring and retaining exceptional faculty and staff who are committed to the college's culture of collaboration, professional growth and student success.

This position is responsible for providing clerical, administrative, and project support for the Visual and Performing Arts, Education, and Sciences Division including all activities, initiatives and operations overseen by the Dean. The Administrative Specialist serves as the primary point for internal and external stakeholders related to the administrative support and daily operational needs of the division. Demonstrates a high level of professionalism and maintains confidentiality, as well as an awareness of division projects and strategic priorities. Administers and/or participates in the coordination, control, and completion of special projects and events.

Responsibilities

Provide support by managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative inquiries and problem-solving as appropriate.

Serve as the liaison with other offices, individuals, and external institutions and agencies on a range of issues that support the academic programs, services and the overall administrative operations of the division.

Utilize knowledge, office management skills and a solutions-based approach and to assist with and/or remedy operational issues that may arise.

Prepare and enter the academic course schedule (including software reports and faculty assignments), and maintain communications with the Instructional Services staff to ensure accurate course data and schedule entry.

Enter, file and follow up on purchase requisitions and monitor budgets for the division and associated disciplines.

Ensure the accurate and timely entry of data and information regarding courses and programs, including new courses/programs, revisions, withdrawals and letters of notification where appropriate.

Coordinate the process for securing course and division materials including, but not limited to, ordering course materials and receiving and maintaining division course material inventory in collaboration with Bookstore and division faculty and staff.

Organize meetings, conferences, and special events as requested; schedule and coordinate dates and times, venues, attendance, agendas, and facilities; takes minutes, and provide administrative support and follow-up on matters that arise from meetings.

Establish and maintain organized files and records; gather, enter, and/or update data to maintain records, files and databases, as appropriate.Responsible for the administration, security, confidentiality, and retention of all office files.

Create, compose, and edit correspondence and documentation, including but not limited to budget transfers, narrative reports, letters, memos, and other written correspondence and materials.

Screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate.

Assist in the coordination, control, and completion of special projects as requested.

Attend and takes notes at various administrative and operational meetings as requested.

Serve as an integral component in staff, faculty and student activities as directed.

May serve on a variety of committees or working groups in a support capacity working collaboratively with others.

Participate in professional development opportunities and perform other job-related duties as assigned.

Minimum Qualifications

High school diploma or equivalent with administrative coursework or certification required.Associate degree preferred.

Three years of administrative assistant level experience required.

Ability to type 45 wpm.

Working knowledge and experience using Microsoft Office and Adobe Acrobat software.Specifically, is proficient in the use of Outlook, Word, Excel and PowerPoint.

Demonstrates excellent written and oral communication skills.

Maintains the highest level of confidentiality and professionalism at all times.

Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.

Demonstrates ability to work independently and collaborate on projects, tasks and initiatives.

Ability to work independently with minimal guidance and complete tasks in a timely manner.

Attendance at events during the evening and/or on weekends occurs occasionally.

Please attach the following documents when applying:

Cover Letter-Yes

Resume-Yes

References-Yes (Can be provided at interview)

Transcripts-No (Can be provided at interview)

Position Details
req1440
Grant Funded: No
Minimum Starting Rate: 18.79 - 18.79
Compensation Type: Hourly
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40 hours per week
Testing: No
Targeted Hire Date: 11/9/2022
Special Instructions: Please attach all required documents at time of application.

EOE, including disability and veteran

This job has expired.