Administrative Support Specialist

4 weeks ago

Palatine, Illinois, United States Harper College Full time

Job Summary

The Administrative Support Specialist will provide high-level administrative assistance to the Director of Athletics, Head and Assistant Coaches, Athletic Trainers, Sports Communications Assistant, and Equipment Manager. This role ensures the college is in compliance with NJCAA requirements and Region 4 sports association rules and regulations.

Key Responsibilities

  • Oversee day-to-day operations of the Athletics Department Office.
  • Maintain department procedure manual and operational calendar.
  • Arrange appointments for the Athletic Director and assist with the Director's Calendar.
  • Coordinate and schedule appointments and meetings as directed.
  • Open and screen department mail and compose independent replies to routine correspondence.
  • Draft letters, reports, and communications on behalf of the Director of Athletics, as directed.
  • Triage student-athletes' needs and refer to appropriate departments for support information and resources.
  • Assist with mailings and sports information news releases for marketing, recruiting, and publicity purposes.
  • Monitor departmental budget records, including requisitions, purchase orders, check requests, and encumbrances associated with budget control during the fiscal year.
  • Prepare monthly budget transfer and transaction adjustment requests.
  • Prepare monthly departmental spreadsheets of charges to each account.
  • Make recommendations regarding budget needs for office operations.
  • Assemble budget information and assist in the preparation of the Departmental budget.
  • Maintain an office ledger for 13 athletic teams and other departmental expenditures.
  • Run necessary reports for budget purposes.
  • Assist with budget capital equipment expenditures as directed.
  • Prepare athletic contests contracts and maintain records of returned contracts.
  • Establish, organize, and maintain departmental files and database of student athletes, confidential personal files, committee and correspondence records, program reviews, confidential athlete records, end of year reports, staffing, and operational analysis.
  • Prepare Harper Letter of Intent and NJCAA National Letter of Intent for each athlete.
  • Maintain records of returned letters and input information in the NJCAA LOI System.
  • Create templates, compile, and prepare various annual reports, including Equity in Athletics and End of Year Report.
  • Facilitate the coordination of logistics for both end-of-year Athletic Department Recognitions, including invitations, dining, and meal orders, payments, programs, and awards.
  • Organize and facilitate the transportation schedule for the department in alignment with season needs for each sport.
  • Coordinate with equipment room staff for the release of uniforms, equipment, lockers, and completion of season awards for students.
  • Direct office student aides.
  • Assign duties as workload priorities dictate.
  • Assist in making recommendations for the hiring and evaluation of same staff.
  • Coordinate the HR Process for the department, including job postings, onboarding, salary notification development, and termination.
  • Provide assistance to the department professional staff and assist with special projects as needed.
  • Serve on College committees and perform related duties as assigned.

Qualifications

Education: Bachelor's degree preferred or any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.

Experience: Two years of general office experience with one year of experience in a related field such as an athletic department. Proficiency with Microsoft Office and database software required. Ability to work in a fast-paced environment, with experience in creating reports and analyzing data. Experience in planning, analyzing, and coordinating activities and establishing priorities, as well as quickly pivoting with changes, which may include and/or be in conjunction with decision-making needs and the resolution of conflicts. Evidence of effective communication, both oral and written.

  • Administrative Support Specialist

    3 weeks ago

    Palatine, Illinois, United States Beacon Hill Full time

    Administrative Support SpecialistWe are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Beacon Hill. As an Administrative Support Specialist, you will provide general support to our employees, including greeting visitors, answering phones, and opening mail and distributing it to the appropriate...

  • Administrative Support Specialist

    4 weeks ago

    Palatine, Illinois, United States Corporate Resources Full time

    Administrative Coordinator OpportunityCorporate Resources is seeking a highly organized and proactive Administrative Coordinator to support our manufacturing operations in Palatine, IL.This role involves managing daily office activities, coordinating communication between departments, and assisting with key projects. The ideal candidate will have a strong...

  • Multilingual Administrative Support Specialist

    4 weeks ago

    Palatine, Illinois, United States European Service at Home, Inc Full time

    We are seeking a highly organized and detail-oriented office assistant to support our lead executive staff in the daily operations of our company, European Service at Home, Inc.Key Responsibilities:Serve as a backup in various departments, ensuring seamless day-to-day operations.Support the administrative team by assisting with travel arrangements, reports,...

  • Bilingual Administrative Support Specialist

    4 weeks ago

    Palatine, Illinois, United States European Service at Home, Inc Full time

    Job OpportunityWe are seeking a highly skilled and organized Bilingual Office Assistant to support our lead executive staff in the daily operations of our company, European Service at Home, Inc.The RoleProvide administrative support to the CEO, Agency Administrator, and management teamAssist with travel arrangements, reports, and other tasks as neededRead...

  • Social Worker

    4 weeks ago

    Palatine, Illinois, United States ProCare Therapy Full time

    Job OverviewProCare Therapy is seeking a highly skilled Social Worker to join our team as a Student Support Specialist. This role will provide individual and group counseling to students, addressing behavioral issues and developing intervention strategies.Key Responsibilities:Provide individual and group counseling to students to support their social and...

  • Office Administrator

    4 weeks ago

    Palatine, Illinois, United States Conserva Irrigation Full time

    pbKey Responsibilities:/bbrbrAs a Reception and Customer Support Specialist at Conserva Irrigation, you will be responsible for the general operation of our office. This includes greeting visitors, answering incoming phone calls, working in our CRM enterprise software to schedule customers, invoicing through QB Online, commencing the initial sales process...

  • Senior Student Information Support Specialist

    4 weeks ago

    Palatine, Illinois, United States Community Consolidated School District #15 Full time

    Job Title: Senior Student Information Support SpecialistJob Summary: We are seeking a highly skilled Technology/Support Specialist to join our team at the Educational Service Center in Palatine, IL.Key Responsibilities:* Provide technical support for student information systems* Collaborate with educational staff to resolve technical issues* Develop and...

  • Office Administrator

    3 weeks ago

    Palatine, Illinois, United States Conserva Irrigation Full time

    Conserva Irrigation is seeking a highly organized and detail-oriented Office Administrator to join our team. As a key member of our office staff, you will be responsible for ensuring the smooth operation of our office, including greeting visitors, answering incoming phone calls, and providing administrative support to our team.Provide exceptional customer...

  • Office Administrator

    3 weeks ago

    Palatine, Illinois, United States Conserva Irrigation Full time

    Conserva Irrigation is seeking a highly organized and detail-oriented Office Administrator to join our team. As a key member of our office staff, you will be responsible for the general operation of our office, including greeting visitors, answering incoming phone calls, and delivering world-class service to our customers.You will work closely with our sales...

  • Office Administrator

    3 weeks ago

    Palatine, Illinois, United States Conserva Irrigation Full time

    Role SummaryWe are seeking a highly organized and skilled Office Administrator to join our team at Conserva Irrigation. As a key member of our office staff, you will be responsible for the general operation of our office, including greeting visitors, answering incoming phone calls, and delivering world-class service to our customers.Key...

  • Residential Behavior Specialist

    4 weeks ago

    Palatine, Illinois, United States Little City Foundation Full time

    Job Title: Residential Behavior Specialist - CGHAt Little City Foundation, we are seeking a highly skilled and dedicated Residential Behavior Specialist to join our team. As a key member of our interdisciplinary team, you will play a vital role in providing intensive behavioral support to youth with complex needs.Job Summary:The Residential Behavior...

  • Senior Student Information Support Specialist

    4 weeks ago

    Palatine, Illinois, United States Community Consolidated School District #15 Full time

    Job Summary:Community Consolidated School District #15 is seeking a highly skilled Senior Student Information Support Specialist to join our team. The successful candidate will provide technical support and expertise in student information systems, ensuring seamless operations and optimal performance.Key Responsibilities:Provide technical assistance and...

  • Financial Aid Specialist

    3 weeks ago

    Palatine, Illinois, United States Harper College Full time

    Financial Aid SpecialistThis position is responsible for providing expert guidance and support to students, parents, faculty, and staff on all aspects of financial aid. Key responsibilities include:Advising students and parents on financial aid options and eligibility criteriaProcessing and verifying financial aid applications and documentsAssisting with the...

  • Residential Behavior Specialist

    4 weeks ago

    Palatine, Illinois, United States Little City Foundation Full time

    Job Title: Residential Behavior SpecialistAt Little City Foundation, we are seeking a highly skilled and dedicated Residential Behavior Specialist to join our team. As a key member of our interdisciplinary team, you will work closely with youth, families, and staff to provide intensive behavioral support and maximize skill acquisition in Activities of Daily...

  • Graphic Design Specialist

    4 weeks ago

    Palatine, Illinois, United States Harper College Full time

    Job Summary: We are seeking a highly skilled Graphic Design Specialist to join our team at Harper College. The successful candidate will be responsible for providing production design services using current equipment and software. This includes supporting the Publishing and Distribution Services workflow from job submission throughout production. The ideal...

  • Financial Aid Specialist

    4 weeks ago

    Palatine, Illinois, United States Harper College Full time

    Job SummaryWe are seeking a highly skilled and experienced Financial Aid Specialist to join our team at Harper College. The successful candidate will be responsible for advising students, parents, faculty, and staff on all aspects of financial aid, including application and disbursement procedures, professional judgment, and compliance with regulatory and...

  • Appointment Scheduler and Customer Support Expert

    3 weeks ago

    Palatine, Illinois, United States Conserva Irrigation Full time

    Conserva Irrigation Office AdministratorCome be a part of a dynamic team that is revolutionizing the irrigation industry. As a Conserva Irrigation Office Administrator and Customer Support Expert, you will be a self-motivated individual with exceptional organizational skills who has experience with incoming calls and office management. Your primary...

  • Paraprofessional Support Specialist

    4 weeks ago

    Palatine, Illinois, United States ProCare Therapy Full time

    Job OverviewProCare Therapy is seeking a dedicated and compassionate Paraprofessional to support students in various educational settings. As a Paraprofessional, you will work closely with students and educators to provide valuable support, assisting with academic tasks, implementing behavior management strategies, and fostering a positive learning...

  • Inclusion Support Specialist

    4 weeks ago

    Palatine, Illinois, United States YMCA of Metropolitan Chicago Full time

    Job Title: Inclusion AideJoin the YMCA of Metropolitan Chicago team as an Inclusion Aide and make a positive impact on the lives of youth and families in your community.Job Summary:The Inclusion Aide will support and assist individuals with disabilities in our before and after-school programs, promoting participation and independence. This role requires a...

  • Office Support Staff for the School Year

    4 weeks ago

    Palatine, Illinois, United States Township High School District 211 Full time

    Job Summary:As an Office Worker for Township High School District 211, you will be responsible for providing efficient and accurate support to our staff and students. This role requires strong organizational and interpersonal skills, as well as the ability to multitask and work well under pressure. Key Responsibilities: Provide administrative support to our...