Senior Administrative Assistant, Career and Technical Education and Career Preparation Network ...
Prairie State College

Job Info

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Posting Number:

S0388P

Classification:

Staff

DBM Rating:

B24

Position Number:

119

Position Title:

Senior Administrative Assistant, Career and Technical Education and Career Preparation Network (CPN)

Position Type:

Support Staff

Status of Position:

Staff - Full Time

Union:

Support Staff

FLSA:

Non Exempt

Position Summary:

Under direction, performs difficult secretarial functions for two Administrators. Requires independent action, a general knowledge of College and Career Preparation Network (CPN) procedures and policies, and knowledge of the procedures particular to the offices of assignment.

Reporting and Supervisory Relationships:

Direct reporting relationship to the Dean of Career and Technical Education and the Executive Director, EFE 060, Career Preparation Network.

Essential Responsibilities:

1. Prepares and sends correspondence, maintains records, produces reports, and other administrative material generated by the Administrator's office(s).2. Receives and reviews correspondence for dissemination to respective administrators or other employees or stakeholders. Creates and distributes meeting agendas. Manages mail services and deliveries.3. Schedules appointments and makes travel arrangements for supervisors and supervisors' direct reports.4. Completes data entry and purchase orders/requisitions tasks, and maintains and orders equipment and supplies.5. Requests, gathers, assembles, and compiles information from varied sources to assist the administrators in the preparation of records and reports and to complete own work assignments.6. Support the Dean and the Executive Director with grant stewardship, maintaining or completing project grant applications, quarterly and final expenditure reports, audits, and any required written quarterly and final reports.7. Establishes and maintains files of important correspondence, records, and reports; retrieves or searches files for information at the administrator's request, and maintains appropriate controls over files. Accurately records and reconciles banks statements and account balances (e.g., supplies, equipment requests, etc.) for ensures College and member districts' expenditures are within established budgets. 8. Performs a variety of duties that are specific to the respective administrators.9. Work with Directors/Deans/Vice President of Academic Affairs (and stakeholders related to the Career Professional Network) to prepare department and state budgets and reports. Maintain department budgets by making necessary corrections, budget adjustments, etc., for entry by the business office.
10. Serves as lead assistant to clerical staff and/or student work-study assistants; coordinates the flow of work, explains or interprets departmental procedures, and provides general technical assistance.11. Maintains confidentiality.12. Participates in event planning meetings for respective administrators.13. Takes and transcribes notes, oral dictation, and meeting minutes for respective administrators.14. Performs other duties as assigned within the scope of the department, consistent with the role of this position.

Working Conditions/Physical Requirements:

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

Minimum Qualifications:

1. Associate's degree in office administration or related field and two years secretarial experience; or high school degree or equivalent and four years of secretarial experience.2. Proficient operating knowledge in the use of Microsoft Suite.3. Demonstrated strong oral and written communication skills and interpersonal skills.

Preferred Qualifications:

1. Experience working for a community college.2. Prior experience with Colleague3. Operating knowledge of spreadsheet and database software.

Salary:

$46,656 - $74,265

Posting Date:

10/16/2024

Open Until Filled:

Yes

Special Instructions to Applicants:

All applications must be submitted electronically.

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