Job Description

Salary
$14.28 Hourly

Location
Quad Cities Campus - Moline, IL

Job Type
Full-Time Staff

Job Number
22-00358

Department
ASC

Opening Date
09/03/2024

Closing Date
9/17/2024 11:59 PM Central

Work Hours
8 to 5 Monday through Friday

Application materials required
Cover Letter, Resume/CV

General Information & Responsibilities

The Office Assistant II provides primary academic support with minimal supervision to faculty in assigned departments. Provides administrative support to faculty, department chairs, and deans. Coordinates overall operation of the assigned Academic Service Center. Provides secondary support to the other Academic Service Centers as needed.  

Description of Duties

DESCRIPTION OF ESSENTIAL DUTIES:  

1. Coordinates, facilitates, executes office activities, assignments, and projects from multiple faculty and departments; resolves problems that impact timely project completion or course delivery. 
2. Keys and/or duplicates correspondence, course outlines and objectives, curriculum materials, tests, announcements and minutes of meetings, and other similar activities as requested by faculty; reads for errors, clarity of content and proper grammar, corrects documents as appropriate, maintains security of tests; creates graphs, charts, print-ready flyers and other complex documents; and designs and administers databases as required.
3. Answers multi-line phones; takes and relays messages for faculty.
4. Sorts and distributes U.S. and inter-campus mail to faculty/staff. 
5. Responsible for ordering office supplies for multiple academic departments/accounts, P-Card purchases and P-Card security. 
6. Provides reception services to campus visitors and students.
7. Assist faculty and Deans with processing all forms and syllabi for Curriculum Committee and ICCB consideration.
8. Keeps accurate records of faculty absences for assigned departments; submits required reports to Payroll Department. 
9. Prepares postings for classrooms in assigned buildings (room charts, room changes, class cancellations, and weather-related cancellations, etc.).
10. Creates and maintains files and records, including those of a confidential nature (including FERPA compliance).
11. Researches confidential student academic records as needed.
12. Assists faculty and manages reservations and maintains equipment available for classroom/faculty use in assigned building/areas; 
13. Coordinates catering for campus events, travel arrangements and reservations for assigned area/departments, including purchases and reservations made with P-Card.  

 
DESCRIPTION OF OTHER DUTIES:  

1. Responsible for copier and fax maintenance and minor repair.
2. Responsible for first-line technical support of hi-tech classroom equipment and desktop technologies. Makes

referrals to ITS when necessary.

1. Administer make-up tests to students; proctors classroom tests during faculty absences.
2. Answers inquiries from students, businesses, governmental agencies, and other colleges for academic programs.
3. Trains, assigns work and guides performance of student workers.
4. Performs other job-related duties unique to the Academic Service Center.
5. Researches confidential student academic records through Banner and other means.

 
OVERALL ACCOUNTABILITIES:  

1. Demonstrates Black Hawk College core values. 
2. Accuracy, efficiency, and timeliness of work.
3. Ability to work cooperatively with co-workers.
4. Ability to communicate in pleasant manner with employees, student, vendors, and general public.

 
PRINCIPAL WORKING RELATIONSHIPS:  

1. Works directly and cooperatively with all faculty served by the Academic Service Center.
2. Works directly with the Administrative Assistant to the Academic Deans.
3. Works cooperatively with students, visitors, and college employees.

Education & Experience

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

1. High School diploma or the recognized equivalent required. Associate’s degree with major in secretarial or office management preferred.
2. Two years of experience in general secretarial work required.
3. Skills in public relations, organization of office activities, and telephone use required.
4. Recent computer experience with proficiency in Microsoft Office required.
5. Ability to meet and work well with a diverse public is required.
6. Ability to maintain confidentiality of records and materials required.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.

Supplemental Information

Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer. 

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