The Administrative Assistant to the Division of Career & Technical Education (CTE) is responsible for providing confidential administrative support and assistance under the supervision of the Dean of Career & Technical Education, managing the operational flow of the office, making routine work decisions independently, greeting and directing visitors and guests, and preparing various written communications from rough draft to final form. The position requires the ability to communicate diplomatically, clearly, and effectively both verbally and in writing and to maintain positive working relationships with other employees. Ability to appraise student situations and provide information/directions to students, faculty and staff regarding campus policies, procedures, and processes for addressing and resolving various issues and complaints.
This position is a Full-Time, 12-month Professional Support Staff appointment with an annual salary of $36,212.80.
Applicants must submit:
- Online application through Neogov
- Cover letter
- Resume
Essential Job Functions:
- Provide clerical support to the Dean; maintain and manage calendars and databases; schedule meetings; coordinate calendars with assistants in Vice-President’s Office.
- Handle all inquiries (walk-in, phone, and email) from student, parent, faculty and staff that come into the dean’s office.
- Supply information comprehensively, professionally, and centers on best options for student success and navigation of college policy and procedures.
- Serve as a liaison with divisions, and departments in Academic Services, Financial Aid, Admissions, and Business Offices.
- Assist in providing resources to Parkland College students and students in the P-20 system.
- Assist in all course, program articulation and ICCB CurriUnet submission portal activities.
- Assist in Illinois Articulation Initiative processes.
- Aid in the development and implementation of Programs of Study within Parkland College.
- Assist the Dean in Parkland College catalog revisions, updates, IAI classifications, & academic programs.
- Assist in scheduling program review for all division programs annually.
- Coordinate with IAR to acquire data to evaluate programs.
- Aid in the development and implementation of system to track, schedule, and document evaluations for all division Faculty.
- Responsible for coordinating course development process and maintain Course Information Forms for the Division.
- Coordinates and maintains a complete and accurate file of external contracts and relationships with agency administration.
- Oversee management of multiple budget lines/cost centers for the Division; reconcile P-Card expenditures; process requisitions and other forms.
- Process chargeback and cooperative agreement.
- Provide direct support for P-20 initiatives with the Dean of Career & Technical Education; Assist in establishing outreach networks to all P-20 partners, including Education for Employment #330, district public and private high schools; secondary administrators, counselors and faculty.
- Coordinate Perkins grant information, record-keeping, and reports.
- Hire, supervise, and schedule student workers in division office.
- Handle all travel arrangements, conference registrations, accommodations, and reimbursements.
- Purchase office supplies; maintain efficiency in office operations.
- Assist in developing and maintaining systems and databases to manage administrative logistics related to division and departmental operations as well as student and faculty records as needed.
- Aid in the coordination of various campus activities.
- Aids the Dean in development of division policies and procedures regarding office and business management flow.
- Colleague data entry; manage the data entry of the division including faculty assignment contracts (load), employment related documents, budgeting, purchasing, equipment requests, evaluation records, etc.
- Assists in other Deans’ offices or in the Vice President of Academic Services’ office as required.
- Maintain positive relationships with administrative assistants, department chairs, and administrative staff to coordinate activities, and carrying out other duties.
- Perform other duties as assigned.
Minimum Qualifications:
- Associate’s degree in a related field with two (2) years’ experience working with the public and in an educational setting. Proof of credentials may be required .
- Ability to handle confidential materials judiciously.
- Strong interpersonal skills.
- Ability to work under pressure and handle multiple diverse tasks.
- Demonstrated competency with Microsoft Office Suite applications, database management, and the ability to quickly learn new systems as technology changes.
- Ability to operate and trouble shoot standard office equipment.
- Must be able to effectively deal with wide variety of people and situations, some potentially stressful.
- Must be prepared to develop and deliver a writing sample if interviewed.
- Ability to work with a diverse population.
- In an effort to comply with SURS return-to-work restrictions for employers (40 ILCS 5/15-139.5), candidates for employment at Parkland College must either not be a SURS annuitant or must be willing to suspend his/her SURS annuity upon employment. This applies to all SURS annuitants except those receiving their annuity under either the Self-Managed Plan (SMP) or by lump sum payment.
Preferred Qualifications:
- Bachelor’s degree in a related field.
- Experience assisting mid-level management.
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