Administrative Assistant - Transfer & Adult Ed - Shawnee Community College (IL) : Job Details

SummaryThe Administrative Assistant - Transfer Programs & Adult Education provides high-level administrative support to the Dean by coordinating schedules, meetings, events, and departmental communications. The Assistant assists with implementing procedures, maintaining records, and supporting projects and programs within the division to ensure efficient day-to-day operations.Essential Duties or Responsibilities1. Leadership & Collaboration* Foster a positive and inclusive College culture through teamwork, accountability, and clear communication.* Collaborate with the VPAA Executive Associate, other Administrative Assistants, and IT to enhance the Academic Affairs module in the College's ERP (Colleague).* Support the development of custom ERP (Colleague) reports/queries for Academic Affairs operations.* Assist with planning and execution of Academic Affairs events, such as Convocation, Assessment Day, and Faculty Orientation.2. Administrative Support* Provide high-level administrative support to the Dean of Transfer & Adult Education, including calendar management, correspondence, and file maintenance.* Screen calls, visitors, and correspondence; respond to routine inquiries and provide information as needed.* Compose routine letters and memoranda on behalf of the Dean.* Maintain confidentiality in handling sensitive information.* Support Department Chairs and faculty with administrative tasks, as time permits.* Participate in assigned Shared Governance teams, councils, meetings, and professional activities.3. Academic Operations* Manage course entry and updates in the College's ERP (Colleague) for the Transfer & Adult Education Division.* Maintain and monitor the Curriculum & Instruction tracking sheet and related processes.* Assist with contacting faculty regarding grading compliance (Initial Progress, Midterm, Final Grades, and Verification Sheets).* Coordinate academic calendar development and other planning activities in collaboration with the Dean.4. Reporting & Compliance* Assist with preparing reports for the Board of Trustees, ICCB, and HLC.* Verify course compliance with ICCB seat time regulations.* Maintain accurate ICCB Program Master, Curriculum Master Files, and Academic Transfer content in the College Catalog.5. Event & Project Coordination* Coordinate travel arrangements and process related reimbursements for the Dean.* Assist with planning and executing events, including facility reservations, catering, invitations, and program materials.* Support project research, grant preparation, and special initiatives within Academic Affairs.6. Budget & Fiscal Management* Track, process, and reconcile expenditures for all budgets under the Dean's oversight.* Maintain accurate budget documentation using internal tracking systems.Qualifications* Associate degree in office administration, business, or a related field; equivalent combination of education and experience may be considered.* Two years of progressively responsible administrative experience, preferably in a higher education or professional office setting.* Proficiency with office productivity software and enterprise systems (e.g., Colleague or comparable ERP systems).Knowledge, Skills, and Abilities* Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.* Strong written and verbal communication skills with attention to accuracy and detail.* Ability to handle confidential information with discretion and professionalism.* Proficient in scheduling, event coordination, and managing calendars and travel logistics.* Skilled in the use of Microsoft Office Suite, Google Workspace, and data management tools.* Demonstrated ability to work independently and collaboratively in a team environment.* Knowledge of academic administrative processes and familiarity with institutional reporting requirements preferred.