Administrative Assistant I

Position Title: Administrative Assistant I

Job Description

POSITION TITLE: Administrative Assistant I (TEMP)
STATUS: Full Time (Grant Funded)
DEPARTMENT: Entrepreneur & Business Center (EBC)
DIVISION: Office of Inclusive Excellence
CLASSIFICATION: Non-exempt
UNION: Non-Union Support
REPORTS TO: Manager, Entrepreneur & Business Center
PLACEMENT: Grade 106
HIRING RANGE: $21.74 - $23.04 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform 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

Provides administrative support to the Entrepreneur and Business Center. Responsibilities include maintaining grant records; tracking deadlines; preparing correspondence and reports; updating departmental guides; budget monitoring; processing financial transactions; managing credit card accounts; coordinating appointments, travel, and departmental activities; and overseeing office supplies. Other tasks include helping the EBC team manage, run and publicize events and seminars including web postings, flyer creation, overseeing signups, event flow, and presentation building.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Provide support to the department manager as well as team members for overall administrative and coordination of functions within the office. Provide for support seminars, events, and classes.
2. Assist with research and analysis of data for complex grant reporting, i.e., activity tracking and financial reporting with documentation for grant execution.
3. Maintain grant records. Update and maintain annual grant calendar to track deadlines, communication, grant agreements, and reporting.
4. Prepare correspondence, documents, compile data for internal and external reports, and other related materials.
5. Assist team with department projects including presentations and trainings.
6. Be cross-trained and perform related tasks for all areas within the EBC
7. Process purchase requisitions, transfers, direct pay vouchers, invoices, and budget adjustments; maintain department credit card account, reconcile credit card statements; track department budget.
8. Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and records, and assist with the planning and organization of department activities.
9. Maintain professional organization memberships and subscriptions.
10. Work closely with cross functional departments within JJC and outside organizations i.e., Chambers and Economic Development bodies.
11. Assist teams with presentations and event organizing.
12. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate’s degree; or in lieu of Associate’s degree, must have equivalent college credit hours or related experience.
2. Two (2) years of professional work experience.
3. Strong written and oral communication skills.
4. Strong attention to detail and organizational skills.
5. Ability to handle multiple tasks and responsibilities simultaneously.
6. Proficient in MS Office Applications plus Canva, and ability to learn department and job specific software systems including HubSpot.
7. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
8. 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.
9. 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 in related subject.
2. Workday experience.
3. English and Spanish verbal and written communication proficiency.
4. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS

1. Duties are performed indoors in the usual office and/or outdoor environment.
2. Some weekends required.

BENEFITS

Click on the link for information about JJC's Benefits: Non-Union Support Staff, Professional, Administrative

Full Time/Part Time: Full time
Union (If Applicable): TOSSC
Scheduled Hours: 40