Executive Assistant - Oakton Community College | Oakton Community College - Military Veterans

at Herc- Greater Chicago

Des Plaines, Illinois

Location: Des Plaines, IL Category: Staff Posted On: Thu Jun 9 2022 Job Description: Basic Function and Responsibility: Under general supervision, provide administrative and office support services to college administrator in functional area or office. 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. Anticipate and initiate action regarding administrative detail as it relates to office management, and the operation of the college as a whole.   Characteristic Duties and Responsibilities: 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.   Plan, organize, instruct and assign clerical responsibilities to support the Office of the Vice President for Student Affairs.   Record and transcribe all reports, meeting minutes, correspondence, handwritten copy or primary source material.   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.   Perform necessary processing and maintain files and records as required.   Compile, analyze and prepare special reports and materials as requested.   Make minor and/or preliminary decisions regarding administrative detail such as what information is to be provided and to whom, using judgment based on knowledge of college policies and procedures.   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 divisional communications.   Organize and maintain office subject files, confidential reports and records, enter all data to keep files current. Maintain inventory of supplies and monitor and order as necessary.   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.   Job Requirements: Qualifications and Working Conditions: Associate's degree in Computer Office Technology, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary.   Five years of progressively responsible office and administrative support experience is necessary.   Ability to utilize a keyboard to enter, retrieve and manipulate data is required.    Advanced word processing (Microsoft Word), and intermediate spreadsheet application (Microsoft Excel) skills are required.  Beginning presentation application (Microsoft PowerPoint preferred) and beginning database application (Microsoft Access preferred) skills are desired. Physical Demands: Mobility to move from building to building on-Campus 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 supervision is received from the Vice President for Student Affairs. Supervision Exercised: Functional supervision may be exercised over clerical support staff and student employees. HOURS:  Monday - Friday - 8:15 am - 5:00 pm SALARY:   $51,338 Based on the needs of the college and with Administrator approval, some positions at the college may have remote or hybrid schedule options available. Please note, that during the 65 working day probationary period, employees are required to report to campus.   Apply Online

Des Plaines, Illinois