Health Careers Education Center Administrative Support Specialist

Location: Des Plaines/Evanston, IL Category: Staff Posted On: Thu Jan 30 2025 Job Description:

Basic Function and Responsibility:

The Oakton Health Careers Education Center (HCEC) Administrative Support Specialist is responsible for supporting the day-to-day operations of the center, ensuring the effective delivery of health education programs at our Evanston location.

Characteristic Duties and Responsibilities:

• Maintain an organized office environment, including managing supplies, equipment, and facilities.
• Oversee the inventory of health center office supplies, ensuring adequate stock levels and timely reordering to meet operational needs.
• Serve as the first point of contact for visitors, phone calls, and emails, providing information, calendar support and assistance as needed.
• Lead special projects including assembling clinical/lab/class schedules, academic calendars, and tracking/monitoring clinical education agreements.
• Act as back-up for the Health Careers Education Center Manager when not present to maintain facility oversight and support employees and students.
• Assist in maintaining and updating files, and records related to programs and participants. Prepare reports and other documents as required by management, ensuring accuracy and adherence to deadlines. Help with document tracking, invoicing, and reporting, ensuring compliance with organizational policies.
• Manage incoming and outgoing mail, packages, and deliveries. Ensure that all items are distributed to the appropriate staff and that outgoing mail is prepared and sent in a timely manner.
• Work closely with team members and other departments to guide faculty, students and visitors to appropriate resources.
• Coordinate appointments, meetings, and events for staff and program activities, ensuring all logistics are handled smoothly.
  
  
  

Job Requirements:

Qualifications and Working Conditions:

• Bachelors degree in business administration or a related field required or equivalent work experience.
• Minimum of 2 years of administrative experience, preferably in a health or educational setting.
• Strong organizational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent verbal and written communication abilities.
• Ability to work independently and as part of a team.
• Familiarity with health education concepts and community health initiatives is a plus.
• Detail-oriented with a commitment to quality.
• Positive attitude and professional demeanor.
• Ability to handle sensitive information with discretion.
  
  
  

Working Conditions:

• The Administrative Support Specialist will work primarily at the Health Careers Education Center and may be required to travel to either the Des Plaines or Skokie campus location on occasion.
• Light lifting up to 20 lbs. and light carrying up to 20 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building and to other campuses. Occasional lifting and moving of equipment may be necessary.
  
  
  

Additional Information:

Supervision Received: Administrative supervision is received from the Dean of Health Careers. Functional supervision is received from the Health Careers Education Center Manager.

Supervision exercised: Functional supervision is exercised over Student Employees.

HOURS: Monday - Friday - 2:00 pm - 7:00 pm (25 hours per week)

SALARY: $25.79

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/