Administrative Specialist

Senior Administrative AssistantWhy choose the College of Lake County for your next opportunity?The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off and 14 paid holidays each year.Some benefits will not be available for Part-Time or Part Time Staff Under 20 Hours (ex: health insurance).Job Summary:The Senior Administrative Assistant provides advanced administrative support to college leadership, departments, and programs. This role ensures efficient office operations through scheduling, event coordination, report and presentation preparation, financial processing, record management, and communications. Serving as a primary contact for students, faculty, staff, and the community, the position requires strong organization, sound judgment, professionalism, and a commitment to excellent customer service in a fast-paced academic environment.Job Description:Department Operations and Processes: 60%Maintain departmental databases, records, and reporting; ensure accuracy, compliance, and timely submissions.Coordinate complex scheduling for programs, courses, events, and meetings; manage calendars and appointments.Utilize college systems for scheduling, reporting, purchasing, and operational workflows.Oversee office supplies, equipment maintenance, and vendor services; approve routine purchases within budget.Support department marketing by creating presentations, materials, and promotional content.Prepare professional documents, presentations, and meeting materials; assist leadership with project tracking and process improvement.Process payment requests, purchase orders, reimbursements, and maintain financial spreadsheets.Student/Customer Services: 30%Serve as an advanced point of contact for in-person, phone, and virtual inquiries, exercising judgment to address concerns and escalate issues as appropriate.Provide guidance on college policies, procedures, and services to students, faculty, and staff.Coordinate outreach to promote departmental programs and events.Other: 10%Participate in cross-departmental initiatives and campus events.Identify and recommend process enhancements to improve efficiency and service delivery.Perform other duties as assigned to support the mission, vision, strategic priorities and goals of the College and the primary unit, division and department of this position.Physical: Primary functions require ability to remain in a stationary position (sit and/or stand) greater than 50% of the time; to occasionally stoop, bend, kneel, reach; to lift, carry, push, and/or pull up to 10 pounds frequently; to regularly operate office equipment requiring repetitive hand movement and fine coordination including the use of a computer keyboard; the ability communicate to exchange information; and the ability to learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions.Environmental: Work will often occur in an office setting; where temperatures may fluctuate between high and low temperatures occasionally; may experience varying noise levels occasionally.Vision: Ability to observe in a near visual range with or without correction or reasonable accommodation.The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.Required QualificationsHigh school diploma or equivalent.Minimum of four (4) years of progressively responsible administrative or related experience.Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.Ability to follow instructions, manage multiple tasks, and meet deadlines with minimal supervision, prioritizing work and resolving most issues independently.Ability to work effectively with individuals from diverse backgrounds and maintain a respectful, inclusive environment.Desired QualificationsExperience working with computer information systems used for student and employee data and reporting such as Workday.Work Schedule: Monday through Friday 8:00 AM to 4:30 PMPay: $18.77/hourFull-Time/Part-Time: Full timeTotal Hours Per Week: 40Position Type: StaffJob Family: ClassifiedLocation: Grayslake CampusDepartment: Outreach & On-Campus Experience Sub DepartmentEEO Statement: College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, age, sex, national origin, disability, religion, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, ancestry, citizenship, parental status, pregnancy or any other status protected by law.