Administrative Assistant - TRIO SSS (Grant Funded)

Position Title:

Campus:

Employment Type:

Department:

Start Date:

Job Description:

Summary:

The TRIO SSS Administrative Assistant is primarily responsible for providing designated administrative support for the TRIO SSS Program at Illinois Central College. The Administrative Assistant requires a friendly, pleasant personality, diplomacy and tact, the ability to maintain confidentiality, work independently, prioritize, organize, and the capacity to complete tasks focusing on quality, with limited oversight and independent judgment.

This is a grant funded position funded by the Department of Education with an expected end date of August 31st, 2030, and the possibility of extension if more funding is available.

Compensation for the Administrative Assistant/Data Specialist- TRIO SSS is $18.00 - $20.00 an hour.

Essential Functions:

This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with the preparation of all team meeting, monthly, quarterly, and annual reports.

• Assist with completing the Department of Education Annual Performance Report.

• Gather, compile, input and maintain both physical and digital files as it relates to program budget, students, and programming.

• Schedule and arrange appointments for the department and maintain schedules on Microsoft outlook.

• Financial responsibilities include but are not limited to reconcile monthly credit card statements, utilize Workday to process necessary information to complete purchase orders, reimbursements in a timely, quality manner. Track and follow-up as needed on all reconciliations, purchase orders and reimbursements.

• Process and track ICC room requests, work orders, audiovisual requests, etc.

• Provide customer assistance by answering telephone, channeling all inquiries to appropriate personnel, taking messages and troubleshooting problems; serving as the front-line representative of the department for anyone who calls or comes to the TRIO office.

• Maintain all student sign in/out records.

• Maintain TRIO social media profiles as needed.

• Plan and/or coordinate travel for staff and students as required. Maintain travel records as requested.

• Assist in coordinating and implementing special events. Event support may involve an evening or weekend.

• Assist with the coordination and support of student workers, providing guidance and administrative support as needed.

• Maintain program databases, including data entry tasks, creating queries and running departmental reports.

• Perform related duties as required.

Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

• High school diploma or equivalent with 3 or more years of administrative or customer service experience.

• Experience managing websites and/or social media outlets.

• Proficient in Microsoft Office Suite.

• Minimum typing speed of 35 words per minute.

• Organizational skills, including the ability to independently establish priorities and meet deadlines.

• Ability to establish and maintain cooperative and effective working relationships with others.

• Commitment to maintaining professionalism and confidentiality when working with all levels of staff.

• Strong verbal and written communication skills.

• Experience working effectively with diverse populations.

Preferred Qualifications:

• Associate's degree in business or related field.

• Experience in an educational system. (Course Dog, Canvas)

• Knowledge of accounting and business principles.

• Knowledge of Workday.

Illinois Central College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, ancestry, pregnancy, physical or mental disability, sexual orientation, gender identity or expression, marital or familial status, order of protection status, use of VESSA rights, genetic information, military or veteran status (including discharge status), or any other protected status in accordance with applicable federal, state, and local laws.

Illinois Central College offers a comprehensive benefit package for full-time employees, including:

• paid time off;

• 11 paid holidays; 2 floating holidays

• medical, dental, vision, life and long-term disability insurance;

• tuition waivers for employee, spouse and dependent children;

• on-site childcare center;

• 403(b) retirement plans; and

• State University Retirement System pension plan.

To