ADMINISTRATIVE ASSISTANT I
STUDENT SUPPORT SERVICES/PROJECT SUCCESS
ILLINOIS VALLEY COMMUNITY COLLEGE
Reports to: Director of Student Support Services
I.
POSITION SUMMARY: The duties of the Administrative Assistant require discretion
and maturity, the maintenance of confidential records, observance of deadlines,
scheduling, the ability to exercise independent judgment, the practice of good teamwork,
and the maintenance of good communication with clientele served by Student Support
Services/Project Success.
II.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The SSS/Project Success Administrative Assistant position responsibilities include, but
are not limited to, the following:
A. Perform secretary and receptionist duties for the SSS/Project Success Director and
Counselors. Greet program participants and other visitors.
B. Process student applications for enrollment and participation in the SSS/Project
Success program.
C. Receive and refer visitors and students to the academic counselors and Director,
answer the telephone and screen callers as appropriate, and schedule
appointments and meetings.
D. Distribute mail to SSS/Project Success staff.
E. Responsible for maintaining complex bookkeeping records, involving revenues
and expenditures related to grant activities. Utilizes administrative computing
system to input purchase requisitions, track purchase orders, accept shipments,
and verify delivery.
F. Maintains inventory of office supplies, equipment, and miscellaneous forms for
the office.
G. Attends and participates in departmental staff meetings and other administrative
meetings as appropriate. Takes and transcribes minutes and conferences utilizing
a computer and applicable word-processing software.
H. Compiles data based on grant-specific regulations using acceptable research
techniques and elementary statistical compilations, involving an understanding of
departmental policies and procedures.
I. Devises, modifies, and/or supervises the maintenance and coordination of
complex and comprehensive mailing, records, and/or filing systems.
J. Organizes, schedules, and conducts SSS student orientations.
K. Assist with the publications of the SSS bi-monthly newsletter.
L. Maintains the SSS/Project Success Student Resource Library.
M. Utilizes the Colleague Administrative Computer System to access student
transcripts and current class schedules each semester.
Revised 03/14/13
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ADMINISTRATIVE ASSISTANT I
STUDENT SUPPORT SERVICES/PROJECT SUCCESS
ILLINOIS VALLEY COMMUNITY COLLEGE
N. Assists Director in developing methods for tracking student progress, gathering
data, preparing required reports and writing proposals for continuation of funding.
O. Participates in college committees and college activities to enhance personal and
professional growth.
P. Hire, train, establish work schedules and supervise student workers.
Q. Performs other duties as assigned by the Director of Student Support Services.
III.
OTHER DUTIES AND RESPONSIBILITIES (Nonessential)
A. Assist with recruitment activities for participants.
B. Attend TRIO sponsored activities.
C. Attend TRIO professional development conferences etc.
IV.
QUALIFICATIONS:
A. Education: Candidates for the position must hold at least a High School diploma with
hiring preference given to candidates who have completed an educational program
(degree or certificate) in secretarial science, office technology, or word processing.
B. Excellent oral and written communication skills. Ability to work with students, staff
and the public. Strong organizational skills, attention to detail, and ability to problemsolve, work independently, and function professionally under pressure.
C. Experience: Must have at least three years of experience in a general office
environment, preferably in higher education. Must be proficient in word processing,
spreadsheet and database management in a Windows environment and
knowledgeable about Internet navigation.
D. Proficiency or familiarity with PC-based computer software, including word
processing, spreadsheets, and databases.
E. Other: Preference will be given to applicants who have overcome one or more of
those barriers confronted by the target population: first generation college students,
persons from a low-income situation, or persons challenged by a disability.
F. Must provide excellent customer service and work effectively in a collaborative team
environment.
Revised 03/14/13
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