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Kishwaukee College · 1 month ago

Administrative Assistant to the Vice President of Student Services

Malta, IL

Full-time

Onsite

Mid Level

$45K/yr - $50K/yr

4+ years exp

Kishwaukee College is dedicated to providing quality education and services to its students. They are seeking an Administrative Assistant to support the Vice President of Student Services with various administrative tasks, event coordination, budget management, and maintaining confidentiality in handling sensitive information.

Higher Education

Responsibilities

Provide administrative support for departments reporting to the Vice President of Student Services (VPSS) and provides back up for other administrative areas as needed

Take notes for confidential meetings as requested

Assist with Student Services events for all departments reporting to the VPSS

Assist Director of Student Success with Champion Fund award process, reporting and Mental Health related activities

Creating and processing purchase orders (POs) for Student Services department and other Business Office-related requests

Assist Executive Assistant to VPSS by providing information for reports and records through research, data retrieval, tabulating statistics, and organizing information in useable and understandable formats

Assist the Executive Assistant to the VPSS with updating and maintaining the Vice President of Student Services schedule

Assist the Executive Assistant to the VPSS with maintaining the Maxient database system for student complaints and student disciplinary files including Title IX reporting

Safeguards the confidentiality of College administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the College and in handling administrative records, files, and similar confidential items

Assists with development and management of the budgets under control of the Vice President of Student Services Division by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, and completing budget transfers

Other duties as assigned by the VPSS

Qualification

Microsoft 365 SuiteDatabase managementBudget managementEffective communicationAttention to detailAutonomous workDiverse population interactionLearning emerging technologies

Required

Ability to communicate clearly and effectively in verbal and written formats

Skilled in one-on-one interactions and professional correspondence

Demonstrated attention to detail and accuracy

Proven capability to prioritize tasks and manage multiple responsibilities simultaneously

Proficiency in modern office productivity systems (e.g., Microsoft 365 Suite: Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and related collaboration platforms

Ability to effectively use and learn emerging technologies, including AI-powered tools for document creation, data analysis, and workflow automation

Skilled in managing digital records, databases, and web-based applications, with a commitment to continuous learning and adapting to new software and systems

Ability to work autonomously, exercise initiative, and make sound decisions quickly

Ability to work effectively with a diverse population of students, faculty, staff, and the broader college community

Associate degree or at least four years of increasingly responsible administrative experience is required, which must include an extensive knowledge of general office procedures and practices