Administrative Assistant/Data Specialist- TRIO SSS
Illinois Central CollegeSummary
The TRIO SSS Administrative Assistant is primarily responsible for providing designated administrative support for the TRIO SSS Program at Illinois Central College. The Administrative Assistant requires a friendly, pleasant personality, diplomacy and tact, the ability to maintain confidentiality, work independently, prioritize, organize, and the capacity to complete tasks focusing on quality, with limited oversight and independent judgment.
This is a grant funded position funded by the Department of Education with an expected end date of August 31st, 2025, and the possibility of extension if more funding is available.Essential Functions
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Assist with the preparation of all team meeting, monthly, quarterly, and annual reports.
Assist with completing the Department of Education Annual Performance Report.
- Gather, compile, input and maintain both physical and digital files as it relates to program budget, students, and programming.
- Schedule and arrange appointments for the department and maintain schedules on Microsoft outlook.
- Financial responsibilities include but are not limited to reconcile monthly credit card statements, utilize Peoplesoft to process necessary information to complete purchase orders, reimbursements in a timely, quality manner. Track and follow-up as needed on all reconciliations, purchase orders and reimbursements.
- Process and track room requests, travel requests, work orders, audiovisual requests, etc.
- Provide customer assistance by answering telephone, channeling all inquiries to appropriate personnel, taking messages and troubleshooting problems; serving as the front-line representative of the department for anyone who calls or comes to the TRIO office.
- Maintain all student sign in/out records.
- Plan and/or coordinate travel for staff and students as required. Maintain travel records as requested.
- Assist in coordinating and implementing special events. Event support may involve an evening or weekend.
- Help hire, train, supervise and evaluate student workers; when applicable.
- Maintain program databases, completing data entry tasks, creating queries and running departmental reports.
- Perform related duties as required.
Minimum Qualifications
The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.
1. High school diploma or equivalent with 3 or more years of administrative or customer service experience.
2. One to two years of experience managing websites and social media outlets.
3. Proficient in Microsoft Office Suite.
4. Ability to type a minimum of 35 words per minute.
5. Ability to organize work and independently set priorities in order to meet deadlines.
6. Ability to establish and maintain cooperative and effective working relationships with others.
7. Ability to maintain professionalism and confidentiality with all levels of staff.
8. Ability to communicate effectively verbally and in writing.
9. Ability to work with diverse populations.Preferred Qualifications
- Associate's degree in business or related field.
- Experience in an educational system. (Course Dog, Canvas)
- Knowledge of accounting and business principles.
- Knowledge of PeopleSoft.