Administrative Support Specialist

6 days ago


Grayslake, Illinois, United States College of Lake County Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Support Specialist to provide direct administrative support to the Division Dean and other administrative staff members in the Communication Arts, Humanities and Fine Arts division at the College of Lake County.

Key Responsibilities:

  • Coordinate and schedule meetings, appointments, and events using Microsoft Outlook and other college-approved platforms.
  • Sort, route, and respond to incoming correspondence through multiple email inboxes, phone, and Microsoft Teams.
  • Maintain accurate and up-to-date files, records, and databases of the division in physical and electronic formats.
  • Arrange meetings, conferences, and special events with external stakeholders, including reserving room space, preparing agendas, and coordinating logistics.
  • Prepare budgetary items, such as requisitions, reimbursements, and supplementary payroll for faculty.
  • Coordinate faculty support services, including room assignments, key access, classroom supplies, and technology help desk requests.
  • Provide exceptional customer service to students, faculty, and staff, including answering inquiries, providing advice, and representing the office.
  • Exercise discretion in providing confidential information concerning student enrollment in alignment with FERPA regulations.
  • Perform data entry and reporting tasks, including preparing reports on faculty workload and faculty office hours.

Requirements:

  • High school diploma or equivalent.
  • Minimum of four (4) years of administrative support experience or other related experience.
  • Proficiency in Microsoft Word, Excel, Teams, and Zoom.
  • Strong written and verbal communication skills.
  • Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities.

Preferred Qualifications:

  • College coursework in office systems, business, or related field.
  • Experience in an educational setting, including direct contact with students.
  • Familiarity with PeopleSoft and/or Workday.
  • Bilingual in Spanish/English.


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