Administrative Assistant II - CAL, LISI, and CATI

40 hours Flexible schedule to meet department needs to include evenings and weekends.

The Administrative Assistant II is responsible for providing high-level administrative support to the departments senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees students and external customers while maintaining smooth operation of the departments administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater McHenry County College (MCC) community.

DEPARTMENTAL SPECIFIC DUTIES:
The Administrative Assistant II is responsible for providing advanced administrative support to the Directors of three different but related initiatives: the Center for Agrarian Learning (CAL) the Liebman Institute for Science Innovation (LISI) and the Center for Advanced Technology and Innovation (CATI) ensuring smooth execution of daily administrative financial and event-related functions. This role involves managing multiple calendars coordinating event outreach and communications including list-serv and social media posts tracking marketing and advertising deadlines as well as ensuring databases and contact lists are current. This person will be responsible for monitoring budgets ordering supplies and processing purchases and receipts via multiple platforms. They will also serve as the primary contact for event vendors process contracts for guest speakers and effectively and efficiently handle a variety of administrative support duties for each initiative.

• Provide administrative support and reception/customer service to the assigned department Administrator and department chairs responding to a wide variety of inquiries from College employees faculty students and community members
• Create and maintain a variety of documents (e.g. forms presentation materials meeting agendas minutes etc.) aligning with branding standards of the College
• Provide administrative support for projects (e.g. reports communications) including but not limited to gathering data composing proofreading disseminating and updating information in a variety of modes
• Assist with meeting/special event preparation (e.g. team meetings committee meetings etc.) by drafting the agenda sending invitations scheduling facilities taking minutes arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
• Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
• Coordinate external divisional/departmental as requested by Administrator including but not limited to programming observations held at an off-campus location and external agency assessments
• Develop and maintain a working familiarity with the College Strategic Plan and related activities
• Assist in data gathering documentation and preparation of various department procedures
• Compile information for governmental and institutional reports (ICCB HLC Program Reviews course proposals grant applications etc.) and assist in preparing reports
• Facilitate the Administrators academic administrative processes including but not limited to TABS syllabi collection office hours/faculty schedules or student evaluations
• Enter data and extract information from the Colleges ERP or other College software/systems including but not limited to generating reports preparing Notification of Assignments (NOAs)/stipends load reports and creating/updating course section builds

• Develop a working understanding of the budget process including tasks such as payment requisitions budget transfers and E.R.P. Track and follow up as needed with financial transactions and contracts including grant-related contracts and expenditures
• Provide support for standing committees advisory groups shared governance and/or division/department meetings; act as recording secretary and disseminate minutes
• Maintain an up-to-date central filing system
• Perform general clerical duties word processing filing record keeping maintain copy/fax machine supplies and materials proofreading etc. and maintain Outlook calendars
• Provide complete accurate and timely information to the Administrator department chairs faculty staff students and the community regarding office and other College procedures
• Serve as office representative at College meetings professional meetings seminars and workshops as requested. May serve on college-wide committees as needed
• Develop and keep up-to-date procedure manuals for the various departments within the Division
• Provide daily direction and training for staff and student employees
• Work collaboratively with others (e.g. colleagues stakeholders vendors) to accomplish functions and responsibilities including providing administrative backup for other department administrative support services during breaks lunches emergencies vacations or other unexpected absences
• Maintain currency in college processes and technologies
• Perform related administrative support duties specific to the assigned department and assigned by the Administrator
• Assume additional duties as assigned by immediate supervisor

• Associates degree from a regionally accredited institution or equivalent specialized training and/or coursework
• Three to five years related experience
  
  

• Bachelors degree from a regionally accredited institution
• Bilingual (Spanish/English) language skills

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission employment participation in educational programs or activities without discrimination on grounds of race color creed or religion sex national origin ancestry age order of protection status marital status physical or mental disabilities military status sexual orientation gender-related identity pregnancy unfavorable discharge from military service or other factors prohibited by law. Decisions regarding employment include hiring promotion termination wages or salaries benefits and other terms and conditions of employment. MCC is committed to diversity and inclusion in its college community. To request reasonable accommodation to participate in any aspect of the hiring process contact Human Resources at .