Administrative Assistant

Position Title:

Administrative Assistant

Job Description:

POSITION TITLE: Administrative Assistant, Dean of Student Success
STATUS: Full-Time
DEPARTMENT: Student Success
DIVISION: Student Development
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Dean, Student Success
PLACEMENT: Support Staff, Grade 7
MINIMUM PAY RATE: $44,327.08 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

Provides high-level administrative support to the Dean of Student Success. Provides support to the Student Development division by overseeing and leading functions, assignments, and projects that assist maintaining successful operation of the division. Duties include but are not limited to overseeing the Student Success administrative functions, and working with the Deans and Vice President for Student Development on initiatives supporting student success. Position is a primary contact for students, faculty, and staff who have questions and issues. Communicates information, explains policies and procedures, and organizes meetings and workflow so that the office operates efficiently.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide administrative support to the Dean of Student Success; prepare and type correspondence, documents, internal and external reports, and handle confidential materials. Answer telephones, screen callers, and receive visitors while assessing the relative importance of each.

2. Coordinate and schedule meetings, prepare travel requests, and maintain electronic calendars.

3. Assist those who may have been referred to the Dean of Student Success for assistance, while serving as a Responsible Employee under Title IX of the Education Amendments Act and as a Campus Security Authority under the Jeanne Clery Act.

4. Assist in preparing and monitoring the budget for the Dean of Student Success (direct payment vouchers, budget adjustments, transfers, purchase requisitions, payroll sheets, etc.).

5. Prepare confidential communication and documentation related to the Academic Standards of Appeal committee. Including but not limited to, preparing the communication with the Academic Standards of Appeal committee; and subsequent follow-up communications via e-mail notifications and letters to students, as well as queries related to the Academic Standards of Progress. Notify students of dismissal and suspension status as appropriate.

6. Compile annual reporting of Academic Standards of Appeals statistics and/or outcomes.

7. Coordinate and lead the student success communication campaigns in collaboration with the Academic Intervention Communication Center; including but not limited to pathway milestone campaigns, advising alters, retention campaigns, and other strategic initiatives designed to increase student completion.

8. Act as liaison for Student Development Deans and with other college offices to support effective and timely operations of Student Development goals, processes and initiatives, including but not limited to activities supporting Strategic Enrollment Management initiatives.

9. Maintain a high level of confidentiality of information originating from or directed to the vice president related to student records, personnel issues, and organizational issues.

10. Maintain portal pages and webpages associated with the Dean of Student Success office.

11. Work collaboratively with other departments and/or vendors. Participate in the goals and objectives of the student development division and the college.

12. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s Degree or equivalent.

2. Five (5) years of professional work experience preferably in higher education

3. Ability to work with various office software applications and type accurately.

4. Ability to coordinate staff/projects to ensure completion of tasks.

5. Detail-oriented, creative, and flexible individual.

6. Excellent oral, written, and interpersonal communication skills.

7. Ability to handle multiple tasks and responsibilities simultaneously and produce high quality work with minimum supervision.

8. 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.

9. 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. Familiarity with Datatel/Ellucian or related ERP system.

3. English and Spanish verbal and written communication proficiency.

4. 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 environment.

Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.

Full Time/Part Time:

Full time

Union (If Applicable):

TOSSC

Scheduled Hours:

40