ADMINISTRATIVE ASSISTANT II – STUDENT SERVICES

ILLINOIS VALLEY COMMUNITY COLLEGE

Reports to: Associate Vice President for Student Services

  1. POSITION SUMMARY: Under general supervision of the Associate Vice President for Student Services, the Administrative Assistantis primarily responsible for the office management and administrative functions required to effectively implement policies and procedures and day-to-day operations relative to the Division of Student Services.

Supervision received and given: This position is supervised by the Associate Vice President for Student Services.

  1. ESSENTIAL DUTIES & RESPONSIBILITIES:
  1. Perform complex office management and administrative assistant functions using independent judgment in a confidential setting.
  2. Manage department and supervise front-line services, channeling sensitive interactions with students and community members to proper channel.
  3. Coordinate annual initial setup of New Student Counseling and Registration Sessions and assist with monitoring appointments on the website.
  4. Coordinate, participate, and transcribe minutes for conferences, events, judicial proceedings, and meetings.
  5. Assist in monitoring and ensuring the security of disciplinary and personal counseling files and related paperwork.
  6. Oversee accuracy of all Student Services websites and assist with the development and upkeep of departmental webpages.
  7. Administer and coordinate daily management of the online Catalog.
  8. Enter and ensure accurate College curriculum guide sheets for the Catalog and Counseling Handbook.
  9. Responsible for adding course descriptions and assisting in monitoring completion progress for the electronic catalog.
  10. Assist Student Services and Associate Vice President with daily operation functions.
  11. Compile budget reports for the Associate Vice President and Student Services, when needed.
  12. Coordinate and support annual events (Commencement, New Student Convocation, Academic Awards Ceremony, and FCR sessions) for students that are sponsored by Student Services and Counseling.
  13. Assist with hiring and training of departmental student workers.
  1. OTHER DUTIES AND RESPONSIBILITIES:
  1. Maintain complex scheduling and appointment system for Counselors.
  2. Assist, as needed, with Counseling-related events.
  3. Provide front-line services for the Counseling office, when needed.
  4. Participate in campus wide teams and committees as appropriate.
  1. QUALIFICATIONS:

Required:

  • High School diploma or equivalent
  • Ability to operate PC-based word processing equipment
  • Ability to take and prepare meeting minutes
  • Strong written and verbal communication skills
  • Three years of office experience, which includes the performance of clerical and secretarial duties requiring discretion and independent judgment

Preferred:

  • Associate’s Degree in Business Technology or equivalent
  • Completion of additional computer/business courses at the college level
  • Knowledge of community college programs and services
  • Previous administrative assistant experience at a college or university
  • Ability to take complete and accurate notes and be able to transcribe highly sensitive meetings verbatim when necessary

Revised 5/24/16 Page 1 of 2