College Transitions Assistant

Job Description:

Basic Function and Responsibility

This role provides direct support to the Administrator and department managers as directed, facilitating coordination of intradepartmental operations, interdepartmental collaborations, and external partner connections.

Characteristic Duties and Responsibilities

• Assist the Administrator and department staff in composing and disseminating accurate information to various audiences via multiple modalities (i.e., creating/reviewing/updating departmental standard operating procedures, webpages, informational repositories/databases, annual internal and external reports or memoranda, partnership agreements, promotional materials, handbooks/catalogs, instructional guides, and other department-related resources).
• Create and/or employ orderly departmental processes and practices for managing digital and physical files and databases.
• Order and store departmental office supplies and other materials.
• Receive and respond to incoming department-related inquiries and emergent issues by resolving matters in a timely fashion and/or referring matters to other appropriate personnel, departments, or divisions.
• Manage logistical details for events, including, but not limited to, collaborating with relevant personnel, securing meeting locations, catering, and other necessary supplies as applicable.
• Accurately managing budget expenditures, including tracking account balances per budget code, documenting departmental professional development opportunities and expenses, completing pre- and post-travel forms, and invoicing (accounts payable and receivable) according to established guidelines.
• Manage Administrator's calendar, including, but not limited to: scheduling ad-hoc or routine meetings with applicable internal and external stakeholders, arranging or noting travel itineraries and other logistics, accepting or confirming appropriate appointment requests on behalf of the Administrator, and ensuring the schedule is free of conflicting events. May also support scheduling partnership-related meetings for functional supervisors as directed.
• Manage all Administrator requests for technological support and office equipment, adhering to established policies and procedures.
• Attend meetings and events to provide support to the Administrator or department managers in gathering or disseminating department-related information and tracking subsequent action items as directed.
• Perform other job-related duties as assigned, including but not limited to ancillary support to department specialists and coordinators, and the division at large.

Supervision Received:

Administrative supervision is received from the Assistant Vice President for Student Affairs and College Transitions. Functional supervision received from the Senior Manager of Early College and the Transfer Partnerships Manager.

Supervision Exercised: None

Requirements:

Qualifications and Working Conditions:

• An associate degree (in Office Administration or related discipline) is required. A bachelor's degree in a related discipline is preferred.
• A minimum of three years of office experience, including a wide range of high-level administrative and general office support services.
• Intermediate proficiency in using Microsoft Office applications and the Google Suite platform is required. Strong proficiency is preferred.
• Ability to work independently and interdependently, accompanied by a keen attention to detail and anticipation of Administrator or departmental needs.
• Highly developed verbal communication, organization, time management, and task management skills, demonstrating the ability to prioritize work appropriately.
• Ability to correctly assess problems and identify and implement effective, efficient solutions.
• Basic knowledge of high school and higher education environments.
• Ability to communicate/interact professionally, respectfully, and tactfully with people of different levels of education, cultural backgrounds, and life experiences.
• Must handle sensitive and confidential matters and materials with utmost discretion, applying established policies and procedures as appropriate or using sound judgment.

Physical Demands:

Work is performed in a general office environment and is primarily sedentary, with no or minimal exposure to adverse working conditions. May be required to lift or carry materials or equipment up to 10 lbs, and should be able to reach above one's shoulders. There may be periods of sitting, standing, walking, kneeling, bending, and stooping. Must be able to move from building to building on campus and to visit off-campus entities as directed.



Additional Information:

HOURS: Monday - Friday 7:45 am - 4:30 pm hours may vary due to the needs of the department

SALARY: The hourly salary of this position is $22.29 which equates to $44,912 annualize 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.