Administrative Assistant II - CAL, LISI, and CATI

Workweek

40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Position Summary

The Administrative Assistant II is responsible for providing high-level administrative support to the department’s senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees, students and external customers while maintaining smooth operation of the department’s administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater McHenry County College (MCC) community.

DEPARTMENTAL SPECIFIC DUTIES: The Administrative Assistant II is responsible for providing advanced administrative support to the Directors of three different but related initiatives: the Center for Agrarian Learning (CAL), the Liebman Institute for Science Innovation (LISI) and the Center for Advanced Technology and Innovation (CATI), ensuring smooth execution of daily administrative, financial, and event-related functions. This role involves managing multiple calendars, coordinating event outreach and communications including list-serv and social media posts, tracking marketing and advertising deadlines, as well as ensuring databases and contact lists are current. This person will be responsible for monitoring budgets, ordering supplies, and processing purchases and receipts via multiple platforms. They will also serve as the primary contact for event vendors, process contracts for guest speakers, and effectively and efficiently handle a variety of administrative support duties for each initiative.

Essential Job 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 and 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 E.R.P. 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

• Ability to manage calendars at the director or above level
• Ability to assess situations and bring them to supervisors 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 Office 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, equity and inclusion
• Commitment to the College’s mission, vision, and goals

Required Qualifications

• Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework
Three to five years related experience

• Bachelor’s degree from a regionally accredited institution
• Bilingual (Spanish/English) language skills

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to fostering an inclusive and accessible college community.

To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at AskHR@mchenry.edu.