Administrative Assistant of GDH

Job Description

Job Description

Administrative Assistant in Academic Affairs

Knox College invites applications for an Administrative Assistant to serve as support for academic departments in the social sciences and the humanities. This position is a 40-hour a week, 10-month position. Reporting to the Provost and Dean of the College and under the supervision of the Executive Assistant to the Dean of the College, the Administrative Assistant supports the academic program at Knox and works closely with faculty, staff, and students in many different ways. The Administrative Assistant is based in George Davis Hall, overseeing daily operations in the building, and providing support to departments and programs in that building, Old Main, Borzello, and Old Jail. 

Assistants provide administrative support for faculty in their respective buildings, providing information and resources in order to support teaching and learning. They complete a wide variety of departmental management tasks including issues of budget, facilitating communication with the Office of the Dean of the College, and ensuring broad oversight of offices and facilities.

Regular duties include, but are not limited to: 

Assisting academic departments in organization of meetings, workshops, conferences, and educational programs including work with catering, facilities services, communications and resources. 

Maintaining office supplies and materials, including name badges and business cards for all departments housed in the areas supported.

Assisting departments and faculty with purchasing and travel expense reimbursements.

Assisting with arrangements for campus visitors including lodging, airline, group meals, and other accommodations. Supporting academic departmental searches including management of Interfolio files. 

Monitoring, maintaining, ordering supplies, installing parts, stock paper, and troubleshooting copiers. Assist faculty with Xerox, PDFs, and other copier processes.

Collect and deliver mail as appropriate. 

Providing oversight of building spaces, including submitting work order requests, updating building directories as needed, and communicating with facilities and campus safety regarding maintenance and safety issues.

Serve as a source of information and provide assistance to faculty and departments regarding campus policies, communication and work flows, Business Office procedures, and other campus offices that the educational program. 

Other duties as assigned to support the educational program in areas of responsibility. 

Administrative assistants generally do not have supervisory responsibilities but may provide supervision of student workers in the Dean’s Office or academic departments. 

Minimum Job Qualifications 

Formal Education: A minimum of high school degree (college degree preferred) with clerical (software and business machines) experience and additional training. 

Desired Previous Experience: Secretarial/clerical with event planning experience. Skills and Abilities: 

Google Suite programs and MS Office suite are expected or ability to learn. Additional knowledge of design software such Adobe Acrobat Pro, InDesign, Canva, etc. is desirable. 

Excellent interpersonal skills and the ability to provide a welcoming, professional environment are required. 

Ability to work with individuals from diverse backgrounds and experiences and perspectives. 

Ability to proactively navigate multiple projects and timelines among a number of departments and faculty. 

Description above.

Summary Pay Range: Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance, and experience. Please note that pay is only one component of total compensation.

Benefits:

Health Insurance

Dental

Vision

FSA/ HSA/ FSA Dependent Care 

Employer-Paid Basic Life & LTD

Voluntary Life

Retirement Plan

Paid Time Off

Employee Assistance Program

Parental Leave 

In keeping with its commitment to equal rights since it was founded in 1837, Knox College particularly welcomes applications from members of underrepresented groups. Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. In addition, Knox College is prohibited by Title IX of the Education Amendments of 1972 and its accompanying regulations from discriminating on the basis of sex. 

The College official responsible for coordinating compliance with this Notice of Non-Discrimination is the Director of Civil Rights & Title IX Compliance. Any inquiries regarding policies that prohibit discrimination and harassment, including Title IX sexual harassment, as well as the policy prohibiting hazing, should be directed to the Director of Civil Rights and Title IX Compliance identified below. Staff in the Office of Civil Rights & Title IX Compliance are available to meet with or talk to students, staff, and faculty regarding issues relating to this Notice of Non-Discrimination and the College’s policies and procedures.

Director of Civil Rights & Title IX Compliance
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
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Inquiries about the application of Title IX to Knox may be referred to the Director of Civil Rights & Title IX Compliance, the United States Department of Education’s Assistant Secretary for Civil Rights, or both. Individuals may also contact the U.S. Department of Education's Office of Civil Rights for additional information.

Office for Civil Rights
U.S. Department of Education-Chicago Office
500 W Madison St., Suite 1475
Chicago, IL 60661-4544
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Email: View email address on ziprecruiter.com

Inquiries regarding the College’s policies regarding the Americans with Disabilities Act of 1990 (“ADA”), or Section 504 of the Rehabilitation Act of 1973 (“Section 504”) should be directed to the ADA/504 Coordinator identified below:

Knox College ADA/504 Coordinator
Jennie Hemingway, PhD
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
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Email: View email address on ziprecruiter.com

Employees requesting accommodations may contact:

Human Resources
52 W South St., Alumni Hall, Suite 100 | Campus Box K-200
Galesburg, IL 61401
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Students requesting accommodations may contact:

Director of Disability Support Services
Patricia Harden
Umbeck Science and Math Center E111 | Campus Box K183
340 South West Street
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Artificial Intelligence (AI) tools may be used in certain aspects of the candidate review process for this position; however, all employment decisions will be made by a human.