Administrative Assistant II (Math & Science)

  • McHenry County College
  • Crystal Lake, IL 60012
  • Apr 08, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description



Position Requisition Information


Job Title Administrative Assistant II (Math & Science)
Department Mathematics
FLSA Status Non-Exempt
Job Type Staff
Position Grade 8
Employee Type Full Time
Hiring Range Commensurate with experience and qualifications
Grant Funded No
Work Year 12 Months
Work Year-Other Information  
Typical Work Schedule
40 hours, flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.
Bargaining Unit Eligibility Yes-Staff Council
Work Week 40 Hours
Work Week-Other Information  
Special Instructions to Applicants  
Position Information for Posting


Position Introduction
As an Administrative Assistant II for the MCC Division of Math and Science Department you will in many ways be the face of our office, making a positive first impression for our guests, building rapport with them, and creating a safe and welcoming space. Along with serving a key administrative role, the Administrative Assistant II will be a part of a team dedicated to supporting division faculty and students with all available resources. The holder of this position will consider the mission, vision, and goals for MCC, while embodying the values of inspiration, connectedness, inclusion, thoughtfulness, community, excellence, passion, and stewardship.
Position Summary
Responsible for providing advanced administrative support to the Administrator, Department Chairs and faculty within the assigned College department and/or division. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the Division.
Reports to Administrator of the assigned department and/or division
Essential Functions and Responsibilities
· Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members
· Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
· Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
· Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
· Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
· Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off campus location, external agency assessments,
· Develop and maintain a working familiarity with the College Strategic Plan and related activities
· Assist in data gathering, documentation, and preparation of various department procedures
· Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports
· Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations
· Enter data and extract information from the College's ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds
· Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and mainframe budget software. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
· Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
· Maintain an up-to-date central filing system
· Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
· Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and other College procedures
· Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
· Develop and keep up-to-date procedure manuals for the various departments within the Division
· Provide daily direction and training for staff and student employees
· Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
· Maintain currency in college processes and technologies
· Perform related administrative support duties specific to the assigned department and assigned by the Administrator
· Assume additional duties as assigned by immediate supervisor
Required Education Associate's degree from a regionally accredited institution, or the equivalent combination of related training and education.
Other Required Qualifications
· Three to five years related experience
Desired Qualifications
· Bachelor's degree from a regionally accredited institution
· Bilingual (Spanish/English) language skills
Skills and Specifications
· Ability to manage calendars at the director or above level
· Ability to assess situations and bring them to Dean appropriately
· Strong customer service orientation
· Technological orientation, including the ability to learn new computer applications, including College ERP
· Ability to deal with complex and/or stressful situations with relative ease and a professional demeanor
· Thorough knowledge of modern office technology and procedures
· Interest and ability to continuously improve processes
· Ability to work independently with minimal supervision and take initiative to resolve or complete duties in a timely manner
· Ability to work and communicate effectively with a wide range of co-workers, applicants, students, community members and vendors
· Ability to maintain confidentiality, discretion and integrity
· Advanced written and oral communication skills
· Proven problem-solving skills
· Ability to work efficiently, effectively and accurately with a strong sense of timeliness
· Ability to work under pressure and handle change
· Ability to handle multiple tasks and ongoing projects
· Ability to safely handle - push/pull carts up to 40 pounds (heavy books, packages, etc.) and lift up to 25 pounds unassisted
· Proficient in Microsoft Suite and internet
· Organizational and planning skills
· Detail oriented
· Excellent proofreading skills
· Strong detail, follow-through, and organizational skills
· Commitment to and respect for diversity and the MCC Behaviors of Excellence
· Commitment to the College mission, vision, and goals
· Ability to perform all of the essential functions, skills, and specifications of the position
Location Main Campus

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