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Assistant to the Vice President
College of Lake County in Grayslake, Illinois
 
 
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Date Posted January 27, 2021
Category
Executive-Administrative Vice President
Salary $22.83/HR. -  
Employment Type Full-Time
Application Deadline Open until filled
 
 
 
 
 

Posting Number

S01339

Position Title

Assistant to the Vice President

Internal Position Title

Assistant to the Vice President

Department

Educational Affairs

Position Type

Staff

Job Family

Classified

Job Summary

The Assistant to the Vice President performs confidential administrative assistant support for the Vice President. This position exercises a high level of independent judgment and discretion in completing work activities, maintains an in-depth knowledge of departmental procedures, and has the ability to work independently.

CLC offers a competitive salary, excellent benefits that currently includes BlueCross/BlueShield 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 four-day work week in the summer (Fridays off!), generous vacation, sick and personal time off and 13 paid holidays each year.

The College of Lake County (CLC) is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences.

The college is widely recognized for student success, business and community partnerships and for the achievements of our faculty, staff and alumni. Long-known as an employer of choice in Lake County, CLC was ranked #15 on the Forbes list of Top 100 Employers in the State of Illinois for 2019.

Summary of Essential Functions
Department operations/processes: 80%
1. Compiles special reports, presentations, and materials as required for meetings of the Vice President.
2. Maintains the Vice President’s appointment calendar.
3. Assists with the Academic Department Review committee, creating the jot forms for faculty programs, as well as the final report due to the ICCB annually in August.
4. Processes items in the Educational Affairs Operational Forms in-box, once approved, by forwarding them with the VP signature to the correct department.
5. Arranges meetings, conferences, and special events as directed, including reserving room space, assembling information, preparing and distributing minutes, and other related activities. This includes the Honors Convocation, VP luncheons with various Student Groups, and Faculty Luncheons.
6. Sorts, routes, and routinely responds to incoming communications (e-mails, phone calls and in person), prioritizes items, and takes appropriate action, maintaining confidentiality of the Vice President’s correspondence.
7. Prepares correspondence, reports, meeting minutes, and other documents as directed. This includes the weekly update sent out via email to Faculty and staff members.
8. Proofreads documents for accuracy and correctness.
9. Maintains required files and records for the office.
10. Keeps track of FT Faculty Overload Hours.
11. Prepares and mails Honors certificates each fall and spring semester.
12. Tracks student academic concerns, grade change requests, and related student record issues that are presented to the Vice President.
13. Assists with Departmental Administrative tasks as assigned and requested (minutes from various meetings, various word docs and excel sheets as requested from Ed Affairs Staff members.

Student/Customer Service: 5%
1. Receives visitors, reviews inquiries, provides advice, and represents the office to students, faculty, administrators, and the community, exercising discretion in obtaining and providing factual and confidential information.

Purchasing/ordering: 5%
1. Prepares budgetary items such as requisitions, payment requests, budget transfers, etc. and monitors the department budget on an ongoing basis.
2. Reconciles Department Procurement Card
3. Verifies all receipts are included in Dean Procurement cards, once charges have been approved by Dir Ed Affairs, before sending to Finance.

Other: 10%
1. Fosters positive relationships with departments across the organization.
2. Creates PDF forms for Educational Affairs, and other areas as requested.
3. Performs other related duties as assigned.
4. Recorder for the Classified Senate.

Required Qualification

1. Bachelor’s degree plus five (5) previous administrative assistant experience and/or other job related experience
OR Associate’s degree plus seven (7) years previous administrative assistant experience and/or other job related experience
OR High School diploma or equivalent plus 10 years previous administrative assistant experience and/or other job related experience.
2. Proficiency in Word and Excel.
3. Strong writing and proofreading skills.
4. Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.

Desired Qualifications

1. A post-secondary degree with coursework in office systems, business, or related field
2. Word, Excel, PowerPoint, and Access software program experience
3. Strong communication skills, organizational skills, and ability to exercise judgment
4. Ability to function with minimal or no supervision
5. Experience managing confidential information
6. Bilingual in Spanish and English

Posting Date

01/15/2021

Closing Date

01/31/2021

Expected Start Date

02/22/2021

Pay Rate

$22.83/HR.

Full-Time/Part-Time

Full-Time

Location

Grayslake

Total Hours per week

40.00

Work Schedule

Monday – Friday, 8:00 a.m. – 4:30 p.m.

Software Testing Required

Excel, MS Word, Powerpoint, Outlook

Interview Process Requirements

Writing Samples

EEO Statement

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities. EOE/AA/M/F/D/V

Summary of Essential Functions

Department operations/processes: 80%
1. Compiles special reports, presentations, and materials as required for meetings of the Vice President.
2. Maintains the Vice President’s appointment calendar.
3. Assists with the Academic Department Review committee, creating the jot forms for faculty programs, as well as the final report due to the ICCB annually in August.
4. Processes items in the Educational Affairs Operational Forms in-box, once approved, by forwarding them with the VP signature to the correct department.
5. Arranges meetings, conferences, and special events as directed, including reserving room space, assembling information, preparing and distributing minutes, and other related activities. This includes the Honors Convocation, VP luncheons with various Student Groups, and Faculty Luncheons.
6. Sorts, routes, and routinely responds to incoming communications (e-mails, phone calls and in person), prioritizes items, and takes appropriate action, maintaining confidentiality of the Vice President’s correspondence.
7. Prepares correspondence, reports, meeting minutes, and other documents as directed. This includes the weekly update sent out via email to Faculty and staff members.
8. Proofreads documents for accuracy and correctness.
9. Maintains required files and records for the office.
10. Keeps track of FT Faculty Overload Hours.
11. Prepares and mails Honors certificates each fall and spring semester.
12. Tracks student academic concerns, grade change requests, and related student record issues that are presented to the Vice President.
13. Assists with Departmental Administrative tasks as assigned and requested (minutes from various meetings, various word docs and excel sheets as requested from Ed Affairs Staff members.

Student/Customer Service: 5%
1. Receives visitors, reviews inquiries, provides advice, and represents the office to students, faculty, administrators, and the community, exercising discretion in obtaining and providing factual and confidential information.

Purchasing/ordering: 5%
1. Prepares budgetary items such as requisitions, payment requests, budget transfers, etc. and monitors the department budget on an ongoing basis.
2. Reconciles Department Procurement Card
3. Verifies all receipts are included in Dean Procurement cards, once charges have been approved by Dir Ed Affairs, before sending to Finance.

Other: 10%
1. Fosters positive relationships with departments across the organization.
2. Creates PDF forms for Educational Affairs, and other areas as requested.
3. Performs other related duties as assigned.
4. Recorder for the Classified Senate.

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