Extra Help - Administrative Assistant

  • Governors State University
  • 1 University Pkwy, University Park, IL 60484
  • Sep 13, 2019
Part time / Adjunct Assistant, Secretary & Executive Assistant Other Administrative Positions

Job Description

Position Information


Position Type Civil Service -Extra Help
Classification Title Extra Help -Administrative Assistant
Position's Functional Title Extra Help - Administrative Assistant
Position Start Date 08/01/2019
Position End Date (if temporary)  
Position Summary

The Extra Help Administrative Assistant serves as a temporary direct assistant to the Executive Director providing support and coordination in all areas of the Executive Directors’ work. He/she is responsible for the coordination and implementation of administrative and reception activity for the Executive Director and administrative offices. This temporary position reports to the Executive Director.

Essential Responsibilities
• Organize and schedule meetings and appointments, keeps calendars up to date
• Develop and update administrative systems to make them more efficient
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. for the administrative team
• Maintain computer and manual filing systems
• Verify and maintain data entry needs in various online student information systems;
• Generate/Request reports for the school leadership team (i.e. attendance, enrollment, etc);
• Assist the school leadership staff and teachers with a wide variety of daily tasks;
• Greet and assist visitors to the office
• Communicate with both internal and external families and staff via email, telephone, fax, and face to face contacts
• Provide general support and accurate information to visitors
• Make outbound calls (i.e. enrollment, community partners);
• Book conference calls, set up technology in meeting rooms, etc
• Assist with event planning and meeting setup;
• Take accurate meeting minutes
• Take dictation
• Handle sensitive information in a confidential manner
• Contribute to team effort by accomplishing related results as needed

Other Duties
1. Comply with regulatory health requirements, including a pre-employment physical with lift test, proof of MMR and DTAP immunization, initial TB test and annual physical exam.
2. Attend all meetings and training as required.
3. Adhere to all plans, policies, and procedures of Governors State University, Family Development Center and Early Head Start.
4. Attend other related meetings and training as requested.

Minimum Qualifications

• 1 year of proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office; ability to learn school software
• High school diploma or equivalent; college degree preferred

Preferred Qualifications

• Associates degree in a related field
• 3 years of administrative assistant experience

Posting Date 07/15/2019
Closing Date  
Open Until Filled Yes
Posting Number CS0343P
Type of Search External
Quicklink for Posting
Employee ID  
Special Instructions to Applicants  


Application Details

When inquiring or applying for this job opening, 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 employment opportunities at Governors State University and at other institutions of higher education in the region on www.AcademicCareers.com