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Administrative Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

All applications must be submitted electronically through Prairie State College website.

Posting Details

Posting Details

Posting Number H0178P
Classification Part-time/Hourly
Position Number
Position Title Administrative Assistant
Status of Position Part-Time
FLSA Non Exempt
Position Summary

Provides high-level administrative support for a College Administrator. Requires independent action, a general knowledge of College procedures and policies, and a specialized knowledge of the procedures particular to the office of assignment. This position will assist with collaborative planning with an emphasis on supporting department deliverables.

Reporting Relationship

Direct reporting relationship to the Dean, Corporate and Continuing Education

Essential Responsibilities

1. Serves as receptionist to the administrator in charge of the office of assignment; receives and screens incoming calls, places calls, schedules appointments, and makes travel arrangements for the supervisor; handles requests for information/assistance as possible.

2. Requests, gathers, assembles, and compiles information from varied sources to assist the administrator in the preparation of records and reports or to complete own work assignments.

3. Establishes and maintains files of important correspondence, records, and reports; retrieves or searches files for information at the administrator’s request and maintains appropriate controls over files.

4. Takes notes, meeting minutes, and prepares correspondence and other material.

5. Acts as liaison with the Duplication Center for the timely reproduction of program, department, or office materials; personally copies and assembles materials for the fulfillment of small reproduction work orders or when the materials are needed for immediate use.

6. Performs a variety of duties that are specific to the office of assignment and that require knowledge of the procedures and functions of that office.

7. Maintains confidentiality.

8. Assures a steady completion of workload in a timely manner.

9. Ability to multi-task and produce work with minimal errors.

10. Assists the department and dean with community outreach, updating databases and arranges community stakeholder meetings.

11. Purchases, categorizes, and tracks program inventory.

12. Prepares expense reports and credit card logs.

13. With direction, initiates communication to support necessary grant, industry, internal and governing organization reports.

14. Implements and monitors programs as directed by management, and see the programs through to completion.

15. Performs other duties as assigned within the scope of the department, consistent with the role of this position.

Other Duties and Responsibilities

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

Minimum Qualifications

1. Associate’s degree in office administration or related field and two years of experience as a secretary or administrative assistant; or high school diploma or equivalent and four years of such experience.

2. Proficient in Microsoft Office Suite.

3. Strong oral and written communication skills and interpersonal skills.

4. Detail oriented and comfortable working in a fast-paced office environment.

5. Superior organization skills and dedication to completing projects in a timely manner.

6. Ability to analyze and revise operating practices to improve efficiency.

Preferred Qualifications

1. Experience working for a community college.

2. Typing speed of at least 55 wpm.

3. Experience using Datatel Colleague.

Anticipated Work Hours and Days

19 hours per week

Posting Date 09/08/2017
Closing Date
Open Until Filled Yes
Special Instructions to Applicants

All applications must be submitted electronically through Prairie State College website.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Prairie State College Website
    • BlacksinHigherEd
    • CareerBuilders
    • Chronicle of HigherEd
    • HispanicsinHigherEd
    • InsideHigherEd Jobs
    • VeteransinHigherEd
    • Community College Jobs
    • Other
  2. * Do you have an Associate Degree in Office Administration or related field and two years of experience as a Secretary or Administrative Assistant; or High School Diploma or equivalent and four years of such experience?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. Unofficial Transcripts
Optional Documents