Administrative Assistant, Opportunity Works Grant Program
Prairie State College

Job Info

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Posting Number:

S0365P

Classification:

Staff

DBM Rating:

B22

Position Number:

072

Position Title:

Administrative Assistant, Opportunity Works Grant Program

Position Type:

Support Staff

Status of Position:

Staff - Full Time

Union:

Support Staff

FLSA:

Non Exempt

Position Summary:

Provides administrative support for the Opportunity Works Grant Program Manager. Requires independent action, general knowledge of college procedures and policies, and specialized knowledge of the procedures particular to the office of assignment

Reporting and Supervisory Relationships:

Direct reporting relationship to the Grant Manager, Opportunity Works Grant. Supports the Executive Director of Workforce Development and Community Education; and, the team to support successful grant execution, as well as carrying out the mission of the college and department.

Essential Responsibilities:

1. As Opportunity Works receptionist, receives and screens incoming calls, places calls, schedules appointments, and makes travel arrangements for the grant team; handles requests for information/assistance as possible.2. Requests, gathers, assembles, and compiles information from varied sources to assist the Grant Manager in the preparation of records, performance reports, financial reports, and other reports and/or to complete own work assignments. Examples include data entry for program participant files, file management, financial transaction recording and reporting; funding source reports and requests; and other reporting responsibilities as required.3. Establishes and maintains files of important correspondence, program participant records, and reports; retrieves or searches files for information at the Grant Manager's request and maintains appropriate controls over files and systems. Examples include but are not limited to funding source correspondence, documentation supporting data entry content, program participant files, financial records, and other information as required.4. Takes notes, and meeting minutes, and prepares promotional information, correspondence, and other materials as required to support program sustainability.5. Collects and performs data entry of schedules and course assignments as per area of assignment.6. Performs a variety of duties that are specific to the office of assignment and that require knowledge of the procedures and functions of the office.7. Acts as liaison with the duplication center for the timely reproduction of program, department, or office materials copies and assembles materials for the fulfillment of small reproduction work orders as needed.8. Maintains confidentiality.9. Assures a steady completion of workload in a timely manner.10. Ability to multi-task and produce work with minimal errors.11. Assists the Opportunity Works Grant Manager with recruitment and community outreach.12. Assist with tracking program inventory.13. Assist with monitoring the Opportunity Works Grant program as directed by the Grant Manager through program completion.14. Maintain on-time attendance and schedule adherence.15. Maintain a positive, team player attitude and support a commitment of departmental excellence.16. Maintain service levels and productivity with efficiency, accuracy, and quality.17. Must demonstrate accuracy, efficiency, attention to detail, ability to work in a fast-paced team environment using good time management skills.18. Must possess excellent customer service skills with an internal and external customer base.19. Performs other duties as assigned within the scope of the Opportunity Works grant, consistent with the role of this position.20. This position requires flexible scheduling, including evening and weekend hours.

Working Conditions/Physical Requirements:

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

Minimum Qualifications:

1. Two years of experience as a secretary or administrative assistant; or high school diploma or equivalent and two years of such experience.2. Proficient in Microsoft Office3. Proficient and working knowledge of data management and data entry systems.4. Strong oral and written communication skills and interpersonal skills.5. Detail-oriented and comfortable working in a fast-paced office environment.6. Excellent organization skills and dedication to completing projects in a timely manner.

Preferred Qualifications:

1. Experience working for a community college.2. Proficient in Google Suite applications3. Experience with customer services/sales organization(s).4. Four years of experience in a related field.5. Typing speed of at least 55 wpm.6. Experience using Datatel Colleague.

Anticipated Work Hours and Days:

8:00 a.m. to 4:30 p.m.. Monday through Friday ( or as otherwise dictated by the college)

Salary:

minimum starting-$39,953; salary commensurate with experience

Posting Date:

03/07/2024

Open Until Filled:

Yes

Special Instructions to Applicants:

All applications must be submitted electronically.

This job has expired.