Administrative Assistant

2 months ago


Jacksonville, United States Illinois College Full time
Job Details

Job Location
Illinois College - Jacksonville, IL

Position Type
Full Time

Education Level
Bachelor's Degree

Travel Percentage
Negligible

Job Shift
Day

Job Category
Admin - Clerical

The Administrative Assistant supports the Dean of Faculty and Office of the Provost, managing budgets, schedules, and communications. Responsibilities include organizing course evaluations, maintaining records, assisting faculty committees, and collaborating with campus departments. The role also involves clerical tasks, data collection, and overseeing student workers to promote academic success.

Essential Functions:

The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.
  • Work collaboratively with all individuals in the Office of the Provost to promote academic excellence and student success
  • Maintain and oversee budgets for faculty professional development, academic operating accounts, and other accounts under the purview of the Dean of Faculty
  • Manage the schedule for the Dean of Faculty including serving as first point of contact for those reaching out to the Dean
  • Support the Curriculum and Educational Policy Committee through sending meeting notices, receiving and compiling materials, and sending out meeting notices and materials
  • Serve as a public face of the Office: helping students, faculty, parents, and the general public find information and ways to solve their problems
  • Collaborate across campus, especially with the Office of the Registrar, and the Office of Information Technology, and the offices overseen by the Associate Provosts
  • Assist the Executive Assistant to the Provost in matters pertaining to the faculty, including faculty meeting materials and record keeping, preparation of materials for Board of Trustees meetings, materials pertaining to accreditation, and other related matters
  • Organize, oversee the administration of, and compile records from electronic course evaluations
  • Collect and analyze data, as needed
  • Prepare letters and other communications to students and faculty, as needed
  • Maintain necessary records pertaining to the work of the Dean of Faculty
  • Participate in the hiring and supervision of student workers
  • Perform general clerical tasks
Qualifications:
  • Bachelor's degree required
  • Previous experience in a professional office environment strongly preferred
  • Proficiency with technology and ability to learn new systems
  • Ability to manage sensitive and confidential information
  • Ability to communicate and work effectively with students and their parents, faculty, and staff within all areas of the College
  • Strong customer service orientation
  • Intercultural competency; ability to work with individuals of diverse backgrounds
  • Collaborative and problem-solving attitude


Additional Job Details:
Job Title: Administrative Assistant
Department: Office of the Provost
Reports to: Dean of Faculty
Status: Full-time, Hourly, 12-month
Date Last Revised: September 2024

About Illinois College:
Illinois College is a residential, private liberal arts college located in the heart of Illinois, 85 miles north of Saint Louis, Missouri, and 30 miles west of Springfield, the capital of Illinois. True to its founding vision in 1829, Illinois College is a community committed to the highest standards of scholarship and integrity in the liberal arts. Illinois College promotes academic freedom, equality of opportunity, and human dignity through an increasingly diverse student population. The College develops in its students qualities of mind and character needed for fulfilling lives of leadership and service, fostering academic excellence rooted in opportunities for experiential learning while preparing students for lifelong success.

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