Administrative Assistant, Continuing Education

Title: Administrative Assistant, Continuing Education

Location: Normal , IL, United States

Salary

$19.10 Hourly

Job Type

Regular Part-time

Unit

Academic Affairs

Division/Department

Continuing Ed

Job Description:

Description

We seek applicants for a part-time position to provide administrative support and assist with the day-to-day operations of Continuing Education (CE). This role is responsible for providing excellent customer service to staff, instructors, and participants.

General responsibilities include, but are not limited to: 

• Support staff with day-to-day operations, including but not limited to conducting daily room checks and reporting issues with room scheduling and technology needs; and ensuring instructors have necessary materials.

• Coordinate the delivery of CE instructor packets and appropriate class supplies/materials. Deliver instructor packets for on-campus CE classes and assign the delivery of instructor materials to off-campus locations.

• Provide backup support for customized training processes, including setting up contracts, invoicing clients, and periodic reporting.

• Support the development of CE booklets by proofing and performing other associated tasks as needed during each booklet production cycle.

• Assist with meetings, workshops, and special events, providing backup support for the coordination of food and catering arrangements.

• Provide backup support for functions such as phone and walk-in registrations, room scheduling changes, and processing requisitions/vouchers for purchases.

• Assist with staffing and scheduling Kids at Heartland summer greeters, and covering absences as needed.

• Maintain functional and technical process documentation.

• Completion of miscellaneous tasks as assigned.

Standard work hours are Monday-Friday, 12:00 p.m.- 5:00 p.m.

Requirements

1. Associate degree or appropriate experience/education
2. Keyboarding competency
3. Excellent written, verbal, and interpersonal communication skills
4. Strong organizational skills, attention to detail, and problem-solving and decision-making ability
5. Demonstrated ability to work independently and function professionally under pressure
6. Demonstrated ability to work well as a team member and interact effectively and inclusively within a diverse campus community
7. Proficiency with Microsoft Office applications
8. Ability to work occasional evening and/or weekend hours as needed

Desired Qualifications

1. Work experience in a professional office environment

2. Familiarity with the community college environment.

3. Proficiency with Canva