"Administrative Assistant, Student Affairs Office"

About Oakton College

Educate. Empower. Transform

At Oakton College, we know education changes lives - and that starts with the people who make it happen. For more than 50 years, we've built a welcoming and inclusive community where students from all backgrounds and experiences thrive.

We're looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.

We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.

As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college - it's a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives and embrace new ideas and are dedicated to fostering an inclusive and student-centered culture.

Job Description

Basic Functions and Responsibilities:

Under general supervision, assist the Student Affairs Operations and Communications Manager in matters related to the operation of the Division of Student Affairs Office including recurring contact with the students, college personnel, and the community. Exercise discretion in the handling of confidential materials and records and use independent judgment in the application of established College policies and procedures.

Characteristic Duties and Responsibilities:

• Prepare correspondence, memos, and reports covering a wide range of subjects from notes, transcription, handwritten or electronically submitted copy.
• Collect, compile, and prepare data and sensitive information for reports, contracts, publications, etc., requiring some information and knowledge of college operations and activities.
• Screen, receive telephone calls and mail, and assist visitors for the Student Affairs Office. Maintain a friendly supportive atmosphere and direct for appropriate response inquiries, problems, and complaints from faculty, staff, students, and the community.
• Support the Vice President for Student Affairs by scheduling meetings and maintaining calendars. Take meeting notes when required, and maintain and schedule the Vice President's Conference Room.
• Collaborate with Student Affairs and other college employees to plan divisional events by reserving spaces, ordering catering and meeting/event supplies, and processing payments.
• Organize and maintain office subject files, confidential reports and records, and enter all data to keep files current. Maintain inventory, monitor, and order office supplies as necessary.
• Prepare and process required forms and reports on a regular basis in accordance with college policies and practice.
• Serve as primary contact in absence of the Student Affairs Operations and Communications Manager.
• Perform other job-related duties as assigned.

Supervision Received:

Administrative supervision is received from the Vice President for Student Affairs. Functional supervision is received from the Student Affairs Operations and Communications Manager.

Supervision Exercised:

None.

Requirements

Qualifications and Working Conditions:

• An Associate's degree in a related field or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary.
• Five years of progressively responsible office and administrative support experience is necessary.
• Ability to utilize a keyboard to enter, retrieve and manipulate data is required.
• Advanced skills in Microsoft and Google Suite are required.
• Ability to communicate/interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.

Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on both-Campus (Des Plaines and Skokie) and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: The hourly salary of this position is $22.29 which equates to $44,912 annualized based on Oakton's summer hours schedule.

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

For information regarding employment eligibility, please visit our employment at Oakton web page.

Equal Opportunity Employer

Application Instructions

Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.

Oakton College conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law and in accordance with the Illinois Department of Human Rights Conviction Record Protection Act of March 2021.

Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.

Oakton College does not utilize E-Verify for employment eligibility verification.