Job Description

Salary
See Position Description

Location
Kankakee, IL

Job Type
Full Time

Job Number
SS240813

Department
Health Careers Division

Opening Date
08/13/2024

Description

Under general supervision, performs responsible and varied administrative assistant work that permits some choice of procedures and some independence of actions in the disposition of routine matters, as it relates to the Health Careers Division.

Examples of Duties

Essential Responsibilities:

A. Prepares correspondence, records, reports, lists, forms, tables, and graphs, independently and on the basis of brief notes and executes related clerical responsibilities.

B. Maintains an effective filing system of all project data and an accurate inventory of all equipment and materials.

C. Builds and manages, at the direction of the Health Careers dean, the class schedule for the college’s credit division in the academic year and summer terms throughout multiple drafts, including, but not limited to, the following specific tasks, creating courses, troubleshooting scheduling conflicts, and locating and assigning rooms to all class sections.

D. Demonstrates proficiency of data processing, database software programs, and other computer software programs as required; monitors and updates computerized program records; develops and maintains comprehensive computer records system, as well as web page management as required.

E. Performs customer service duties; answers telephone, greets visitors, arranges appointments, and directs telephone and personal callers to proper parties; schedules room reservations and related activities; may disseminate department or institution information; responds to inquiries, problems, and concerns from staff, students, and visitors; anticipates and initiates actions regarding departmental operations; and receives, sorts, opens, stamps, and distributes incoming mail.

F. Prepares, transcribes, and publishes meeting agendas and minutes of meetings.

G. Enters and maintains Health Careers faculty assignment contracts through Colleague each semester.  

H. Assists in management of the Health Careers division budget and all associated documentation, including, but not limited to, budget transfers, purchase orders, requisitions, reimbursements, travel requests and correspondence with third-party vendors. Maintains budget records for the division and gathers information for supervisor decision making. Orders supplies and capital items as needed.

I. Provides administrative support for the Dean of Health Careers and the Director of Nursing.

J. Assists with entries in electronic catalog and yearly course fee updates.  

Other Responsibilities:

A. Performs other duties as required or assigned.

B. Occasionally required to work outside of normal business hours of W102 to accommodate specialized programing.

C. May serve as a back-up to other staff members, as needed.

Minimum Qualifications

A. High school diploma or equivalent with ability to read, write, perform basic arithmetic, and follow verbal and written instructions required; additional specialized and technical training courses preferred.

B. At least one to three years of related work experience required.

C. Computer experience using Microsoft Office or comparable applications required.  Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format, and edit tables, graphs, and charts.

D. Excellent oral and written communication skills required.

E. Demonstrated proficiency in English required.

F. Ability to communicate in other languages desirable.

Supplemental Information

Hourly rate of pay range begins at:  $14.90/hr.

Work Schedule:  Monday through Friday, 8 a.m. - 4:30 p.m.

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