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Oakton College · 1 day ago

Department Assistant

Skokie, IL

Part-time

Hybrid

Entry Level

$20.71/hr - $20.71/hr

2+ years exp

Oakton College is seeking a Department Assistant to provide administrative and office support services to students and the college community. The role involves maintaining confidentiality, supporting faculty, and assisting with training new hires while ensuring smooth operational procedures within the department.

Higher Education

Responsibilities

Compose, type and prepare routine email correspondence, reports and generate surveys, information sheets, memoranda and use of Ellucian Banner for administrator/faculty/staff members as required

Operate campus offices independently after business hours (evenings)

Maintain confidentiality regarding personal student, faculty and staff information obtained via Banner

Distribute forms to full and part-time faculty (Example: syllabi, faculty schedules, and class rosters); collect completed forms from faculty; file completed forms; retrieve filed documents for faculty. Class Climate surveys/evaluations

Perform post-semester data entry of faculty and student records (example: midterm rosters and gradebooks)

Supports faculty, academic excellence, and student success through assistance, help, and direction

Assist with training and supporting new hires and/or temporary and student workers as needed

Acts proactively by taking on extra responsibility when needed to maintain workplace flow

Collaborate with other divisions to serve the academic community, student body & campus law enforcement to maintain overall departmental assistants' cohesion

Use independent judgment to evaluate and respond to situational occurrences involving persons in crisis during evening shifts

Receive and refer phone, mail or in-person inquiries and requests to appropriate functional areas or division

Execution of office and divisional operational procedures to maintain customer service excellence

Within the division cross-train in department assistant duties; acts proactively in the absence of others

Execution of office and divisional operational procedures to maintain customer service excellence

Responsible for support of division/academic department special events including coordination of activities with other college departments such as food service, facilities utilization

Process and schedule all work on an established priority basis in order to equitably handle all requests for services

Assist with training new hires and temporary employees as needed

Organize, maintain and update subject files and records, keeping all data for administrator/faculty members current and in good order

Respond to inquiries sent to division email in-boxes

Assists office visitors and maintains the office space

Other job-related duties as assigned

Qualification

Ellucian BannerMicrosoft WordMicrosoft ExcelGoogle SuiteVirtual meeting setupDiscretion handling materialsCommunication skillsOrganizational skills

Required

High school education or an equivalent combination of training and experience from which similar ability can be acquired is required

Two years general office experience with one year of responsible general administrative and office support services is required

Strong written and verbal communication skills required

Must be able to handle all duties and information in a professional manner

Organizational skill with strong attention to detail including the ability to adequately establish timeframes and deadlines, to meet deadlines, and to follow through

Intermediate level of word processing (Microsoft Word preferred) and intermediate spreadsheet application (Microsoft Excel preferred) skills are required

Exercise discretion in application of, handling of confidential materials; knowledge of FERPA when communicating with parents/students

Ability to communicate/interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experience