Administrative Assistant

1 month ago

Galesburg, United States Knox College Full time
Job DescriptionJob Description

Department: Academic Affairs – Office of the Dean of the College


Job Title: Administrative Assistant


Reports to: Michael A. Schneider, Provost and Dean of the College


Others who give direction: Executive Assistant to the Dean of the College


Knox College invites applications for an Administrative Assistant to serve as support for academic departments in the social sciences and the humanities. This position is a 30-hour a week, 11-month position. Reporting to the Provost and Dean of the College and under the supervision of the Executive Assistant to the Dean of the College, the Administrative Assistant supports the academic program at Knox and works closely with faculty, staff, and students in many different ways. The Administrative Assistant is based in George Davis Hall, overseeing daily operations in the building, providing support to departments and programs in that building and related faculty in adjacent academic buildings.

Assistants provide administrative support for faculty in their respective buildings, providing information and resources in order to support teaching and learning, complete a wide variety of departmental management tasks including issues of budget, facilitate communication with the Office of the Dean of the College, and ensure broad oversight of offices and facilities.


Regular duties include, but are not limited to:

  • Maintaining office supplies and materials. Order letterhead, envelopes, business cards and name badges for all departments housed in area.
  • Assisting in organization of meetings, workshops, and conferences including work with catering, facilities services, communications and resources.
  • Assisting departments and faculty with purchasing.
  • Supporting academic departmental searches including management of Interfolio files.
  • Assisting with arrangements for campus visitors including lodging, airline, group meals, and other accommodations.
  • Monitoring, maintaining, ordering supplies, install parts, stock paper, and troubleshoot copiers. Assist faculty with Xerox, PDFs, and other copier processes.
  • Collect and deliver mail as appropriate.
  • Providing oversight of building spaces, including submitting work order requests and communicating with facilities and campus safety regarding maintenance and safety issues.
  • Serve as a source of information and provide assistance to faculty and departments regarding campus policies, communication and work flows, Business Office procedures, and other campus offices that the educational program.
  • Other duties as assigned to support the educational program in areas of responsibility.


Administrative assistants generally do not have supervisory responsibilities but may provide supervision of student workers in the Dean’s Office or academic departments.


Minimum Job Qualifications


Formal Education: A minimum of high school degree (college degree preferred) with clerical (software and business machines) experience and additional training.


Desired Previous Experience: Secretarial/clerical with event planning experience.


Skills and Abilities: Google Suite programs and MS Office suite are expected or ability to learn. Additional knowledge of design software such Adobe Acrobat Pro, InDesign, Canva, etc. is desirable.


Excellent interpersonal skills and the ability to provide a welcoming, professional environment are required.


Ability to work with individuals from diverse backgrounds and experiences and perspectives.


Ability to navigate multiple projects and timelines among a number of departments and faculty.


Application

Please submit a resume and application cover letter that outlines experience and training relevant to the duties listed above.


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