Executive Administrative Assistant (Academic Affairs)

  • McHenry County College
  • Crystal Lake, IL 60012
  • Jun 20, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description



Position Requisition Information


Job Title Executive Administrative Assistant (Academic Affairs)
Department Academic Affairs Office
FLSA Status Non-Exempt
Job Type Staff
Position Grade 11
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 No-Confidential/Security Related Position
Work Week 40 Hours
Work Week-Other Information  
Special Instructions to Applicants  
Position Information for Posting


Position Introduction
McHenry County College (MCC) has a fantastic opportunity to join our campus as the Executive Administrative Assistant to our Vice President of Academic Affairs and Workforce Development. In this role, you will partner closely with the VP to ensure that the office is efficient and is responsive to our campus community.

MCC is a comprehensive, public, Associate-degree granting institution located in Crystal Lake, Illinois. MCC is known throughout the community and the Illinois Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. MCC welcomes, encourages, and supports the diversity of our students, faculty, and staff members and seeks to attract and retain individuals who reflect our diverse community.

Position Summary
Responsible for providing advanced confidential administrative support to the Vice President of Academic Affairs and Workforce Development (VPAAWD). Provide outstanding customer service to employees, students and external customers demonstrating MCC Behaviors of Excellence. Maintain smooth operation of the office, effectively and efficiently handling a variety of administrative support duties that support the Academic Affairs to meet its strategic and service priorities.
Reports to Vice President of Academic Affairs and Workforce Development
Essential Functions and Responsibilities
· Provide confidential support for the VP and customer service on behalf of assigned division, responding to a wide variety of inquiries from College employees, 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. Board reports, ICCB Reports, Accreditation,
statistical reports) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
· Organize and carry out work plans to accomplish a variety of tasks associated with: Accreditation; Vice President meetings, Faculty Council, College Catalog production timeline, reports, and special events
· 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
· Develop and maintain a working familiarity with the College Strategic Plan and related activities
· Coordinate travel arrangements and advances, as well as provide timely, accurate confirmation and filing of expense reports
· Assist in data gathering, documentation, and preparation of various department procedures
· Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, etc.) and assist in preparing reports
· Enter data and extract information from the College's ERP or other College software/systems to perform duties including, but not limited to, generation of reports and creating/updating courses, sections or schedules
· 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; act as recording secretary, disseminate minutes, process forms, update systems, room reservations, meeting planning, etc.
· 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
· Serve as a liaison, as appropriate, with external agencies and prepare necessary forms and reports
· Provide complete, accurate and timely information to staff, students, and the community regarding office and other College procedures
· Organize and assist in the catalog production process
· In support instructional programs by maintaining College record keeping systems and prepare, maintain, and disseminate information to appropriate staff
· Serve as office representative at College meetings, professional meetings, seminars and workshops as requested
· Provide administrative support in collective bargaining negotiation meetings
· Assist with the distribution of materials related to Academic Affairs/Student Affairs
· Assist with special events hosted by Academic Affairs/Student Affairs
· Coordinate internal logistical arrangements for department-sponsored events
· Develop and keep up-to-date procedure manuals for various departments in Academic Affairs
· 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
· 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
· Five or more years related experience
Desired Qualifications
· Bachelor's degree from a regionally accredited institution
· Working knowledge of data gathering techniques
· Prior experience providing administrative support to a director or higher level
· Strong proficiency in MS Office products
· Bilingual (Spanish/English) language skills
Skills and Specifications
· Ability to manage calendars at the director or above level
· Ability to positively interact with senior leadership
· Ability to assess situations and bring them to VPAAWD 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
· 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
· Professional maturity and sense of responsibility
· 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 Office Suite and internet
· Organizational and planning skills
· Detail oriented
· Professional image and demeanor
· Flexibility
· Strong work ethic
· 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

Application Details

Apply Here: https://mchenry.peopleadmin.com/


When inquiring or applying for positions at McHenry County College, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and professional and administrative staff employment opportunities at McHenry County College and at other institutions of higher education in the region on AcademicCareers.com

To receive email alerts when new jobs at McHenry County College are posted, please sign up at new job openings at McHenry County College .