Senior Department Assistant

1 week ago

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

The Senior Department Assistant, under supervision, provides administrative and office support services to community of Oakton college, including staff, faculty, and students. Exercise independent judgment in the use of confidential information based on established college policies and procedures. Adjunct faculty support is implemented through policy and procedure help, tracking of instructor data, and partnering with Payroll.

Characteristic Duties and Responsibilities:
  • Prepare salary and semester LHE reports in compliance with the adjunct contract as required by Administrators, Chairs, Division Office Managers, and upon request by the Adjunct faculty.
  • Utilize Enterprise Resource Planning (ERP) System for payroll. Initiate all necessary adjustments (dates, number of payments, budget changes, enrollment updates, etc.) and LHE calculation corrections with comments.
  • Verify, calculate and process time sheets for WSAT Readers.
  • Prepare forms and Multiple Position spreadsheets to get approvals from Administrators, Division Office Managers, and Chairs for Adjunct Faculty for both instructional and non-instructional payments and salary changes.
  • Coordinate distribution of professional development funds including helping adjunct faculty understand policies, track submissions, and forward payment requests. Supports processing of reimbursements such as for travel and tuition reimbursement.
  • Monitor budget expenditures and allowances using financial queries for: Professional Development, office supplies expenditures, and other functional areas as required.
  • Accurately tracks data including, but not limited to, Adjunct LHE's, meeting commitments, online course development to be in compliance with the Adjunct Faculty Contract.
  • Supports faculty, academic excellence, and student success through assistance, guidance, and direction.
  • Process and schedule all work on an established priority basis. Equitably handle requests for services.
  • As delegated by Division Office Manager, provide administrative support for special events, programs and academic department/division activities.
  • Prepare updates for division and/or academic department webpages as directed.
  • The creation and implementation and maintenance of confidential electronic record retention systems. Keep all data current and in good order.
  • Assume administrative responsibilities in the absence of the Division Office Manager.
  • Perform other job-related duties as assigned.
Job Requirements:

Qualifications and Working Conditions:
  • Associates degree, or an equivalent combination of education and experience from which comparable skills and abilities can be obtained is required.
  • Ability to communicate/interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences.
  • Ability to navigate College databases. Experience with Ellucian Banner is preferred.
  • Two years general office experience with one year of responsible general administrative and office support services is necessary.
  • Organizational skill with strong attention to detail including the ability to adequately establish timeframes and deadlines, to meet deadlines, and to follow through.
  • Ability to utilize a keyboard to enter, retrieve and manipulate data is required.
  • Strong written and verbal communication skills required.
  • Intermediate Microsoft Office and Google Suite skills with advanced Excel skills required.
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:

Supervision Received:

Functional supervision is received from the Division Office Manager. Administrative supervision is received from the Dean.

Supervision Exercised:

Exercise functional supervision of staff members and student employees.

HOURS: Monday - Thursday 11:15 am - 8:00 pm; Friday 8:15 am - 5:00 pm

SALARY: $46,789

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. .

Out-of-State Employment Defined

Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois. State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.

Allowable States for Out-of-State Employment

All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin. Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.

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