Executive Assistant to the Dean of Access, Equity and Diversity

Location: Des Plaines, IL Category: Staff Posted On: Wed Jan 8 2025 Job Description:

Basic Function and Responsibility:

Under general supervision, provide administrative support to the Dean of Access, Equity, and Diversity, as well as office coordination for the Office of Access, Equity, and Diversity. Provide clerical assistance and support for the Student Conduct Manager and Deputy Title IX Coordinator. Exercise discretion and independent judgment in determining the dissemination of sensitive material and/or information based on in-depth knowledge of college policies, procedures and practices. Use good judgment in the application of college policies as well as departmental practices and procedures in screening, resolving and responding to inquiries regarding the Office of Access, Equity, and Diversity and associated AED subdivision units.

Characteristic Duties and Responsibilities:

• Receive visitors, answer telephones, review inquiries and represent functional area/office to students, faculty, administrators, and public officials exercising discretion in obtaining and providing factual and confidential information.
• Plan, organize, and coordinate office responsibilities to support the Office of Access, Equity, and Diversity. Monitor and maintain budgets and supplies associated with the Office of Access, Equity, and Diversity.
• Anticipate and initiate action to be taken as correspondence, memoranda to be written, meetings to be scheduled, persons to be contacted in all routine procedures for administrator.
• Prepare correspondence covering a wide range of subjects and under a great variety of circumstances for administrators or own signature. This includes composing and/or editing, typing and proofing the correspondence, and managing AED sub-divisional communications.
• Compile, analyze and prepare special reports and materials as requested. Coordinate the assembling of special materials for budgets and financial reports, and monitor budget expenditures for functional areas as required.
• Recruit, train, and supervise student employees assigned to work for the Office of Access, Equity, and Diversity.
• Organize and maintain office subject files, confidential reports and records, enter all data to keep files current. Perform necessary processing and maintenance of files and records as required - including, but not limited to, FERPA, Title IX, student conduct, etc.
• Assist with educational initiatives for students, faculty and staff regarding services available in the Office of Access, Equity, and Diversity, specifically with Student Conduct and Title IX.
• Arrange meetings and conferences, reserving meeting rooms, preparing agenda, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes to appropriate individuals.
• Maintain administrator's appointment calendar and adjust schedules as needed due to emergency or unforeseen events using discretion and judgment in rescheduling such appointments.
• Perform other job-related duties as assigned.
  
  
  

Job Requirements:

Hiring Qualifications

• Associate's degree in Business Administration or a related field or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired as necessary. Bachelor's degree is preferred.
• Five years of progressively responsible office and/or administrative support experience is required.
• Excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously.
• Ability to utilize a keyboard to enter, retrieve and manipulate data is required.
• Advanced Google office platform tools for office and communication, and Microsoft Office suite (i.e. Microsoft Word, Microsoft Excel, Microsoft PowerPoint) skills are required.
• Excellent communication and interpersonal skills. Ability to interact professionally and effectively with people of different levels of education, cultural backgrounds and life experiences, and to exhibit an adequate level of respect to students, fellow employees and the College community at large.
  
  
  

Working Conditions

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on campuses, between campuses, and to visit off-campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received

Administrative and functional supervision is received from the Dean of Access, Equity, and Diversity.

Supervision Exercised

Functional supervision may be exercised over clerical support staff and student employees.

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: The hourly salary of this position is $27.76 which equates to $55,942 annualized based on Oakton's summer hours schedule

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

Below is the link in regards to Oakton's benefits:

https://www.oakton.edu/about/offices-and-departments/human-resources/