What are the responsibilities and job description for the Senior Administrative Specialist, Business Affairs position at Kankakee Community College?
Under minimal supervision, performs highly responsible administrative assistant duties for a vice president; exercising discretion and independent judgment in interpreting College policies, procedures, and practices, as it relates to Business Affairs.A. Prepares and/or oversees the initiation of correspondence, records, reports, lists, forms, tables, and graphs, independently from a wide range of subjects for administrators’ or own signature and on the basis of brief notes and executes related clerical responsibilities. Provides administrative support to the Vice President for Business Affairs including but not limited to written quotes, bids, and the Business Enterprise Program. Prepares agendas, compiles and disseminates meeting minutes. May take and transcribe complex dictation, minutes of meetings and possibly testimony at hearings
B. Processes purchase orders, blanket purchase orders, travel forms, and staff reimbursement requests daily. Reconciles various college charge accounts.
C. Prepares and coordinates the submission of board material for the Business Affairs division, which includes any necessary items which result in Board action including publications and correspondence.
D. Serves as administrator of the 25Live scheduling system for non-credit events college wide.
E. Performs customer service duties: answers telephone, greets visitors, arranges appointments, and directs telephone and person callers to proper parties; arranges appointments and coordinates room reservations and related activities; and may disseminate department or institution information.
F. Anticipates and initiates actions regarding departmental operations while maintaining confidentiality relating to board material, human resources, legal matters, and other college affairs.
G. Maintains the inventory database which includes college furniture, equipment, and surplus items. Assists in organizing the physical inventory.
H. Prepares and coordinates records retention for the college. Processes college wide certificates for documentation destruction and submittal to the Secretary of State.
I. Provides administrative support to the Director of Business Affairs and Auxiliary Services. Assists with elements of the college budget process. Orders office supplies and distributes incoming mail. Provides internal controls of check numbers and funds for weekly check runs and bi-weekly payroll check runs.
J. Maintains integrity of the vendor database while also gathering W-9s, and BEP certification documents.A. High school diploma or equivalent with additional specialized or technical training courses required. Associates degree/Vocational certificate in a professional, specialized, trades or general field preferred. Bachelor’s degree with knowledge of specialized principles or techniques normally obtained through a four-year college/university academic program or equivalent in-depth specialized training directly related to the type of work being performed is desirable.
B. At least three to seven years of related work experience required.
C. Computer experience using Microsoft Office or comparable applications required. Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format; able to create data bases; able to download data bases into applications to create reports; able to create queries and extricate information for reporting. Certification as Microsoft Office Specialist in appropriate applications or demonstrated equivalent skills required.
D. Excellent oral and written communication skills required.
E. Demonstrated proficiency in English required. Ability to communicate in other languages desirable.Pay range: $43,964/yr. min. - $49,460/yr. 1st quartile - $54,956/yr. mid.
This vacancy is due to retirement with an anticipated start date of June 2, 2025.
B. Processes purchase orders, blanket purchase orders, travel forms, and staff reimbursement requests daily. Reconciles various college charge accounts.
C. Prepares and coordinates the submission of board material for the Business Affairs division, which includes any necessary items which result in Board action including publications and correspondence.
D. Serves as administrator of the 25Live scheduling system for non-credit events college wide.
E. Performs customer service duties: answers telephone, greets visitors, arranges appointments, and directs telephone and person callers to proper parties; arranges appointments and coordinates room reservations and related activities; and may disseminate department or institution information.
F. Anticipates and initiates actions regarding departmental operations while maintaining confidentiality relating to board material, human resources, legal matters, and other college affairs.
G. Maintains the inventory database which includes college furniture, equipment, and surplus items. Assists in organizing the physical inventory.
H. Prepares and coordinates records retention for the college. Processes college wide certificates for documentation destruction and submittal to the Secretary of State.
I. Provides administrative support to the Director of Business Affairs and Auxiliary Services. Assists with elements of the college budget process. Orders office supplies and distributes incoming mail. Provides internal controls of check numbers and funds for weekly check runs and bi-weekly payroll check runs.
J. Maintains integrity of the vendor database while also gathering W-9s, and BEP certification documents.A. High school diploma or equivalent with additional specialized or technical training courses required. Associates degree/Vocational certificate in a professional, specialized, trades or general field preferred. Bachelor’s degree with knowledge of specialized principles or techniques normally obtained through a four-year college/university academic program or equivalent in-depth specialized training directly related to the type of work being performed is desirable.
B. At least three to seven years of related work experience required.
C. Computer experience using Microsoft Office or comparable applications required. Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format; able to create data bases; able to download data bases into applications to create reports; able to create queries and extricate information for reporting. Certification as Microsoft Office Specialist in appropriate applications or demonstrated equivalent skills required.
D. Excellent oral and written communication skills required.
E. Demonstrated proficiency in English required. Ability to communicate in other languages desirable.Pay range: $43,964/yr. min. - $49,460/yr. 1st quartile - $54,956/yr. mid.
This vacancy is due to retirement with an anticipated start date of June 2, 2025.
Salary : $43,964 - $54,956