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Administrative Assistant, Dean of Students
3 months ago
Administrative Assistant, Dean of Students
Job Description:
POSITION TITLE:Administrative Assistant, Dean of Students
DIVISION: Student Development
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Dean of Students
PLACEMENT: Support staff, grade 7
MINIMUM PAY RATE:$44,327.08 annually
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY
Under the general direction, provides high-level administrative support to the Dean of Students and the Coordinator of Student Conduct, in the Office of Student Rights & Responsibilities in a wide variety of areas including: special projects, budgets, excused absences, disciplinary verifications, free speech requests, general petition process, locker rentals, dean's correspondence, act as recorder for meetings, maintenance of the team's calendars and problem solving for the day-to-day operations of the Dean's Office. Identify issues or problems within specific areas and research issues, prioritize tasks and work independently with a high degree of confidentiality. Provides support to the Dean of Students' sub-division by overseeing and leading functions, communicates information, explains policies and procedures, and organizes meetings and workflow so that the sub-division operates efficiently.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Act as an assistant to the Dean of Students in providing support for all entities within the Office of Student Rights & Responsibilities: prepare and type correspondence, documents, internal and external reports, and prepare travel requests. Answer telephones, screen callers, and receive visitors while assessing the relative importance of each.
2. Maintain a high level of confidentiality related to student records, personnel and all daily business connected with the Office of Student Rights & Responsibilities and all areas under the Dean of Students.
3. Assist in preparing and monitoring the budget for the Dean of Students (direct payment vouchers, budget adjustments, transfers, purchase requisitions, payroll sheets, etc.). Maintain college/department credit cards.
4. Provide individual support as needed to the Dean, and Coordinator of Student Conduct, Update and maintain distribution lists, disciplinary records, databases and files, including administration of the JJC Student Code of Conduct, BIT, academic honor code, free speech, general petition process, excused absences, student complaints discipline verifications, locker rental, and others through our web based software, Maxient, and archived files associated with proceedings to ensure FERPA compliance.
5. Maintain the Dean's calendar, plan and schedule appointments, locations, and meetings; respond to departmental emails; handle telephones, coordinate desk coverage, and on-line reception; disseminate information.
6. Assess proper referral for students and faculty seeking services through the Office of Student Rights & Responsibilities accordingly.
7. Process work orders for housekeeping and related requests, maintain inventory of office supplies, printed materials and workshop supplies. Develop monitoring systems and spreadsheets for internal/external reporting.
8. Process pay assignments, purchasing and finances for the advisors and staff of the Blazer, Wordeater, and related. Assist with travel and event arrangements.
9. Assist with interviewing and hiring part time clerical employees and train.
10. Attend meetings, record, transcribe and distribute summaries.
11. Participate in achieving departmental and college goals and objectives.
12. Perform related duties as assigned.
MINIMUM QUALIFICATIONS
1. Associate's degree or equivalent.
2. Three (3) years of professional work experience, preferably in higher education.
3. Ability to work with various office software applications and type accurately. Preferred experience using Maxient data system.
4. Ability to coordinate staff/projects to ensure completion of tasks and excellent oral, written and interpersonal skills.
5. Ability to handle multiple tasks and responsibilities simultaneously and produce high quality work with minimum supervision.
6. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
7. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.
PREFERRED QUALIFICATIONS
1. Bachelor's degree.
2. Related experience in an educational setting.
3. English and Spanish verbal and written communication proficiency.
4. Familiarity with Datatel/Ellucian or related ERP system and Maxient database.
5. Demonstrated multicultural competence.
6. Ability to supervise part-time staff, including hiring, training, assigning and monitoring workload.
PHYSICAL DEMANDS
1. Normal office physical demands.
WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.
2. Ability to work some nights and weekends as needed.
Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.
Full Time/Part Time:
Full time
Union (If Applicable):
TOSSC
Scheduled Hours:
40
