Administrative Assistant To The Dean, Arts & Communication

Quick Link https://llcc.peopleadmin.com/postings/7699 Position Title Administrative Assistant to the Dean, Arts & Communication Full Time or Part Time Full Time Months Worked Per Year

12

Hours Worked Per Week

40

Work Schedule

Monday-Friday 8:00AM to 5:00PM

Remote Work Availability No Job Description Summary

Would you like Fridays off in the summer? Come join the Arts & Communication department as the Administrative Assistant to the Dean and experience success at LLCC!

The Assistant will:

• Assist the Dean with financial reports, documents and files.

• Create documentation, schedule, attend, and maintain records for department meetings. Schedule additional meetings and maintain records as needed.

• Coordinate the ordering of supplies; place work orders; maintain office and classroom equipment.

• Send communication to department members, other college departments, students, and external constituents as needed.

• Design and produce spreadsheets and documents as required for various assigned tasks.

As a staff member at LLCC, you can look forward to 23 paid holidays a year, including 2 weeks at the end of the calendar year and one week in March for mid-semester break; 12 Fridays off in the summer; and 2 personal days, 15 sick days, and starting with 10 vacation days per year. LLCC staff, their spouse and qualified dependent children are eligible to use the tuition waiver on credit hour courses.

LLCC is a positive, team-oriented environment supportive of staff development. Experience success at LLCC! View all the benefits our employees have on our website.

LLCC strives to create an inclusive workplace and environment for our students, faculty, and staff. We are seeking applicants from all backgrounds and experiences to ensure we create a diverse workforce and learning environment.

Starting salary is likely to be between $40,631 and $46,426 per year with an excellent benefits package. The person hired into this position will be placed within this range based on education, training, experience, and skills.

Required Qualifications

• High school diploma or equivalent.

• At least one, preferably three years experience in office management or as support staff in an academic setting (or similar environment).

Employment is contingent upon the successful completion of a criminal background check and drug-screen.

Preferred Qualifications

• Associate's degree preferred; however, a certificate of completion in clerical/office assistant practices or 18 semester hours of coursework at the collegiate level with significant, relevant work experience will be considered in lieu of an Associate degree.

• Community college experience.

• Experience working with multiple people; excellent interpersonal communication skills; a comfort level dealing with individuals with special needs.

• Ability to multitask with minimal supervision and constant interruption.

• Training and proficiency in Microsoft Office Suite software, particularly Word, Excel, Access, PowerPoint and Outlook and proficiency in internet searches.

• Ability to use management information systems for a variety of functions ranging from business to scheduling to student information.

Physical Requirements Position Salary Starting salary is likely to be between $40,631 and $46,426 per year with an excellent benefits package.

Requisition Detail Information

Open Date 06/19/2024 Last Day to Apply Open Until Filled Yes Special Instructions to Applicants

This position will be open until filled; however, applications must be received before or on July 7, 2024, to be considered during the initial review window. Interviews are anticipated to begin July 17 with an anticipated start date mid-August.

If you have a college degree or credits, please upload copies of your transcripts to your application along with a cover letter and resume. Photocopies of transcripts are acceptable to be uploaded. Please redact (black out) any personal information such as age, gender and Social Security Number from your transcripts or other documents you intend to share with us before you upload them to your application.

If you do not have transcripts to upload at the time of submission, please mail them to the address below and instead upload a Word document as your transcripts that indicates you will have transcripts sent directly to us. Please contact the Human Resources office at 217-786-2752 if you have any questions.

Lincoln Land Community College

ATTN: Human Resources

P.O. Box 19256

Springfield, IL 62794

Job Duties

Description of Job Duty

Assist the Dean with course scheduling.

Essential Duty? Yes Description of Job Duty

Assist the Dean with completion of adjunct staff assignment process.

Essential Duty? Yes Description of Job Duty

Assist the Dean with completion of full-time faculty assignment/load process.

Essential Duty? Yes Description of Job Duty

Assist the Dean with coordinating the textbook adoption process and procure desk copies for faculty.

Essential Duty? Yes Description of Job Duty

Assist the Dean with obtaining faculty and course information for the student evaluation of faculty process.

Essential Duty? Yes Description of Job Duty

Assist the Dean and other program administrators with program documentation, assessment materials, and other related records pertaining to ICCB, HLC, NCA and other accrediting agencies requirements.

Essential Duty? Yes Description of Job Duty

Send communication to department members, other college departments, students, and external constituents as needed.

Essential Duty? Yes Description of Job Duty

Design and produce spreadsheets and documents as required for various assigned tasks.

Essential Duty? Yes Description of Job Duty

Field and direct requests and complaints, report problems, respond to inquiries and arrange meetings. Contact students regarding course section and class meeting cancellations, conduct departmental business with publishers, vendors and various LLCC and external offices.

Essential Duty? Yes Description of Job Duty

Coordinate the ordering of supplies; place work orders; maintain office and classroom equipment.

Essential Duty? Yes Description of Job Duty

Assist the Dean with financial reports, documents and files.

Essential Duty? Yes Description of Job Duty

Assist the Dean with completing faculty absences and substitution processes.

Essential Duty? Yes Description of Job Duty

Hire, supervise and train student employee(s), as needed. Schedule work hours and review and approve work.

Essential Duty? Yes Description of Job Duty

Create documentation, schedule, attend, and maintain records for department meetings. Schedule additional meetings and maintain records as needed.

Essential Duty? Yes Description of Job Duty

Perform other duties as assigned.

Essential Duty? No Description of Job Duty

Assist in the college planning and assessment program by developing annual work unit objectives that impact long-range priority goals.

Essential Duty? No

Reference Requests

A document provided by a reference in support of a job application.

Reference Request Details

Require Applicants to submit references for this position? Yes Last day a reference provider can submit a recommendation Minimum number of references 3 Maximum number of references Applicant Special Instructions

Please provide the names of three people with whom you have worked or trained who have knowledge of your work-related abilities. Relatives are not acceptable references. Please include at least one current or previous supervisor.