Administrative Assistant To The Chief Communications Officer

Position Information

12

40

Monday - Friday 8AM-5PM

LLCC is searching for an Administrative Assistant to the ChiefCommunications Officer ( CCO) who will provide direct support to the CCO and other department staff on many departmental services and initiatives, including but not limited to fiscal matters, promotional items, publications, photo library, signage, contact lists, Welcome Week informational tables, phone directory as well as assistance with general office operations. The most important impact of the position is to the college's internal and external constituents, who receive clear, accurate and helpful information in information desk interactions and to members of the PRM team with organization, scheduling, ordering and compiling reports as the team works to inform, market and promote the college, its programs and activities to district residents.
As a staff member at LLCC, you can look forward to 23 paid holidays a year, including 2 weeks at the end of the calendar year and one week in March for mid-semester break; 12 Fridays off in the summer; and 2 personal days, 15 sick days, and starting with 10 vacation days per year. LLCC staff, their spouse and qualified dependent children are eligible to use the tuition waiver on credited courses. Staff can also enjoy free access to our on-campus fitness center. LLCC is a positive, team-oriented environment supportive of staff development. You can view all benefits on our website. Come join our team and experience success at LLCC!

LLCC strives to create an inclusive workplace and environment for our students, faculty, and staff. We are seeking applicants from all backgrounds and experiences to ensure we create a diverse workforce and learning environment.
Starting salary will be no less than $42,099 per year with an excellent benefit package.

Employment is contingent upon the successful completion of a criminal background check and drug-screen.

Requisition Detail Information

This position will be open until filled; however, applications must be received on or before January 7, 2024, to be considered during the initial review window.In-person interviews for this position are anticipated to begin January 17 with an anticipated start date of February 13.
If you have a college degree or credits, please upload copies of your transcripts to your application along with a cover letter and resume. Photocopies of transcripts are acceptable to be uploaded. Please redact (black out) any personal information such as age, gender and Social Security Number from your transcripts or other documents you intend to share with us before you upload them to your application.

If you do not have transcripts to upload at the time of submission, please mail them to the address below and instead upload a Word document as your transcripts that indicates you will have transcripts sent directly to us. Please contact the Human Resources office at 217-786-2752 if you have any questions.

Lincoln Land Community College

ATTN: Human Resources

P.O. Box 19256

Springfield, IL 62794

Job Duties

Interact with and inform prospective students, visitors, faculty, staff and current students at the Information Desk in A. Lincoln Commons. Research and provide accurate information on all aspects of the college daily to individuals who email the college via the website (info@llcc.edu) along with phone and walk-in inquiries. Track these emails, calls and questions for analysis. Manage department phone response messaging. Monitor A. Lincoln Commons.

Assist Chief Communications Officer with financial planning, preparing a weekly budget update and coordinating payment of marketing/promotional and office invoices. Provide quotes and ordering details for college promotional/display and award items for other departments.

Order and process PRM office supplies, promotional items, and employee nametags and business cards. Verify and update department inventory records. Make arrangements for PRM staff professional development, including arranging for two crisis communications tabletop exercises a year. Keep emergency go-bags updated. Coordinate office meeting space and travel arrangements.

Manage publication samples by organizing materials produced, serving as point person on delivered items and organizing delivery to the end user(s). Monitor dates of materials to schedule updated reviews. Manage a folder of files designated print-ready for print shop.

Organize and maintain the PRM photo and video library, ensuring consistent naming conventions and tags for searchability.

Prepare, collect, distribute and maintain departmental records and reports, including weekly reports on LLCC presence in print, broadcast and social media, and regular reports on PRM Key Performance Indicators. Send reminders about stalled PRM work order tickets.

Proofread documents. Research hometowns and preferred names.

Liaise with Student Life to learn of upcoming student activities and create weekly list of activities for website and social media writing coordinator. Assist with social media photography as needed.

Maintain calendar of events for LincIn. Produce interior signage for events, college holidays/closings and other identified needs. Coordinate assembly and placement of external signage for events.

Maintain media and emergency communication contact lists and mailing lists. Check office mail and coordinate office mailings.

Assist with scheduling content creation interviews for CCO and communications manager and individuals for photo/video shoots, recruiting student participants and coordinating clothing and class schedules. Meet with new employees and gather New Employee LincIn Article Form information; send information to Communications Manager.

Coordinate Welcome Week information tables and volunteers each semester in A. Lincoln Commons.

Working with Human Resources, prepare and maintain the campus phone/email directory and produce monthly updates. Compile, format and proof KUDOS award nominations and manage printing and distribution.

Compile minutes for PRM and External Stakeholders Team meetings. Maintain and upload documents to the PRM and Quality Council online portal pages.

Perform other duties as assigned.