What are the responsibilities and job description for the Administrative Assistant - Advisement & Counseling Services position at Illinois Central College?
As a member of the Division of Student Success at Illinois Central College, the Administrative Assistant - Advisement & Counseling Services is essential in fostering positive student interactions, enhancing student-centered processes, cultivating a sense of belonging, and collaborating to support student success. Reporting directly to the Director of Academic Advisement and Director of Counseling Services and focused on student success and retention, this position helps to advance departmental and divisional goals while supporting the college’s overall mission and strategic priorities.
The Administrative Assistant—Advisement & Counseling Services serves as a receptionist to students, faculty, staff, and community members, while also performing general office duties to serve the needs of the Advisement and Counseling Directors and staff. The Administrative Assistant—Advisement & Counseling Services must provide outstanding customer service, create a welcoming and inclusive environment, maintain confidentiality of student information, and be prepared to respond to situations that may present in the office. The Administrative Assistant—Advisement & Counseling Services Assistant must have a clear understanding of college and department policies and procedures.
The working hours for this position are Monday through Friday, 8:00 am to 4:30 pm. Occasional evenings and weekends are required during peak times. 1. Facilitate student success by offering personalized support, guiding students to resources, and acknowledging each student's unique story.
2. Enhance student success by identifying and providing feedback on process improvements and utilizing data as needed to ensure that resources and services effectively meet student needs.
3. Support student success by collaborating to ensure coordinated efforts in addressing student needs and enhancing overall outcomes.
4. Advance student success by engaging in ongoing professional development and growth opportunities to stay current with best practices and effectively address evolving student needs.
5.Complete administrative tasks, including maintaining files, managing calendars and appointment scheduling, preparing correspondence, verifying reports, processing requests and data, and gathering necessary information.
6. Manage purchasing and inventory of department supplies, ensuring timely procurement and maintaining adequate stock levels to support departmental operations.
7. Provide excellent customer assistance by triaging incoming traffic, answering phone, email, and in person inquiries, and referring as appropriate.
8. Manage and update advisor caseloads in the student information system.
9. Assist directors with budget management, including maintaining budget records, reconciling credit cards, processing purchase orders, and addressing other budget-related needs.
10. Implement departmental walk-in and crisis procedures to ensure the safety and support of all parties.
11. Compile and manage departmental data and reports, including annual metrics, key performance indicators, and appointment numbers.
12. Assist with onboarding and ongoing staff needs, such as software requests, facilities requests, room reservations, and supply orders.
13. Attend department/division meetings and handle the distribution and maintenance of meeting records and relevant communications.
14. Perform other related duties as required.The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.
1. High school diploma or equivalent.
2. Three years of experience in related administrative support work.
3. Proficient in Microsoft Office Suite.
4. Ability to type 45 words per minute.
5. Strong multi-tasking and prioritization skills.
6. Strong verbal and written communication skills.
7. Strong interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with a diverse population.1. Associate's degree or higher.
2. Experience working in higher education.
3. Experience with accounting and business principles.
4. Proficient in PeopleSoft and 25Live.
The Administrative Assistant—Advisement & Counseling Services serves as a receptionist to students, faculty, staff, and community members, while also performing general office duties to serve the needs of the Advisement and Counseling Directors and staff. The Administrative Assistant—Advisement & Counseling Services must provide outstanding customer service, create a welcoming and inclusive environment, maintain confidentiality of student information, and be prepared to respond to situations that may present in the office. The Administrative Assistant—Advisement & Counseling Services Assistant must have a clear understanding of college and department policies and procedures.
The working hours for this position are Monday through Friday, 8:00 am to 4:30 pm. Occasional evenings and weekends are required during peak times.
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
2. Enhance student success by identifying and providing feedback on process improvements and utilizing data as needed to ensure that resources and services effectively meet student needs.
3. Support student success by collaborating to ensure coordinated efforts in addressing student needs and enhancing overall outcomes.
4. Advance student success by engaging in ongoing professional development and growth opportunities to stay current with best practices and effectively address evolving student needs.
5.Complete administrative tasks, including maintaining files, managing calendars and appointment scheduling, preparing correspondence, verifying reports, processing requests and data, and gathering necessary information.
6. Manage purchasing and inventory of department supplies, ensuring timely procurement and maintaining adequate stock levels to support departmental operations.
7. Provide excellent customer assistance by triaging incoming traffic, answering phone, email, and in person inquiries, and referring as appropriate.
8. Manage and update advisor caseloads in the student information system.
9. Assist directors with budget management, including maintaining budget records, reconciling credit cards, processing purchase orders, and addressing other budget-related needs.
10. Implement departmental walk-in and crisis procedures to ensure the safety and support of all parties.
11. Compile and manage departmental data and reports, including annual metrics, key performance indicators, and appointment numbers.
12. Assist with onboarding and ongoing staff needs, such as software requests, facilities requests, room reservations, and supply orders.
13. Attend department/division meetings and handle the distribution and maintenance of meeting records and relevant communications.
14. Perform other related duties as required.The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.
1. High school diploma or equivalent.
2. Three years of experience in related administrative support work.
3. Proficient in Microsoft Office Suite.
4. Ability to type 45 words per minute.
5. Strong multi-tasking and prioritization skills.
6. Strong verbal and written communication skills.
7. Strong interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with a diverse population.1. Associate's degree or higher.
2. Experience working in higher education.
3. Experience with accounting and business principles.
4. Proficient in PeopleSoft and 25Live.
Salary : $17 - $20
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