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Elgin Community College · 2 months ago

Administrative Assistant III - Health Services

Elgin, IL

Full-time

Onsite

Mid Level

$36K/yr - $49K/yr

3+ years exp

Elgin Community College serves over 9,000 students and is dedicated to providing a welcoming campus environment. They are seeking an Administrative Assistant III to perform a variety of administrative and clerical duties, collaborating with faculty, staff, and students while maintaining confidentiality and supporting departmental activities.

Higher Education

Responsibilities

Collect and prepare information for reports, proposals, documents, manuals, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information

Research and process documents to update and maintain files/records

Establish and maintain filing systems

Compose, format and type routine correspondence, reports and other documents

Create and maintain databases

Verify discrepancies and make corrections

Coordinate office and departmental activities

Coordinate calendars, schedules, training, travel arrangements, meetings and special events

Post information on college intranet and other electronic communication systems

Greet and assist office/department visitors

Answer and route telephone calls

Sort and distribute mail, identifying priority items

Enter and retrieve data and information from computer systems and software applications

Disseminate information

Assist with projects that are central to the operation of the department/office

Order office and program supplies, including arranging for equipment maintenance

Maintain or process account records, accounts receivable or accounts payable. May monitor, reconcile or process transfers for budget accounts and monitor budget

Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information as requested

Serve as a liaison to the faculty, students, other employees or members of the outside community

Maintains required training, licensure and/or certifications

Maintains confidentiality of privileged information and adheres to applicable privacy laws

Demonstrates sensitivity, understanding and respect of diverse populations within the workplace

Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work

Adheres to department guidelines for attendance and punctuality

Assist in the review and monitoring of leave requests, timesheet submission, and other human resources/payroll-related activities

Perform other job-related duties as assigned which pertain to the job description

Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department

Qualification

Microsoft Office SuiteAdministrative experienceResearch skillsDatabase knowledgeInterpersonal skillsVerbal communicationWritten communicationBilingual English/SpanishAttention to detailOrganizational skillsFlexibility

Required

Associate's degree (AA) or equivalent from two-year college or technical school with a minimum of 3 years related administrative experience or equivalent combination of training and experience

Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access, Publisher and Teams

Considerable skill in researching topics online

Considerable skill in organizing work to meet established deadlines while maintaining attention to detail

Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds

Working skills in verbal and written communication

Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology

Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs