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Department Assistant

2 months ago

Des Plaines, Illinois, United States Oakton Community College Full time
Basic Function and Responsibility:

Provide administrative and office support services to students and community and one or more administrator/faculty/staff members in the college. Exercise independent judgment in the use of confidential information based on established college policies and procedures.

Characteristic Duties and Responsibilities:

Daily Duties:
  • 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.
Other Responsibilities 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.
Job Requirements:

Qualifications and Working Conditions:
  • High school education or an equivalent combination of training and experience from which similar ability can be acquired is required. Associate's degree is preferred.
  • Two years general office experience with one year of responsible general administrative and office support services is required.
  • Ability to navigate college databases and reservation systems preferred; experience with Ellucian Banner preferred.
  • Strong written and verbal communication skills required.
  • Ability to set up and manage virtual meetings (via Zoom and Google Meet) preferred.
  • 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.
  • Experience with Google Suite is preferred.
  • 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.
Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

HOURS: Tuesday - Friday 9:30 am - 2:30 pm (20 Hours)

SALARY: $20.05

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

Oakton is accessible by public transportation