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Office Coordinator II

Company: Elgin Community College
Location: Elgin
Posted on: February 10, 2024

Job Description:

About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person-students, staff members, faculty members, and campus visitors-feels valued. The work of each ECC employee is central to the college's mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

Monday - Friday 8AM - 5PM

Rate of Pay:

This position is a grade 13 with a minimum of $43,350 and a mid-point of $57,800. Salary offer will be commensurate with the education/experience, in alignment with the College's compensation philosophy, and the current CBA, if applicable.

FLSA Status:


Grant Funded:


Job Summary:

An employee in this classification performs work of moderate difficulty by coordinating daily operations of the assigned division office. Work is distinguished by the ability to provide administrative support to the Dean and division office staff and to interact with faculty. General supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

  • Bachelor's degree (BA/BS) from four-year college or university; with 4 years of executive assistant experience or equivalent combination of training and experience.
  • Good knowledge of budgets and purchasing processes.
  • Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
  • Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
  • Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
  • Working skills in verbal and written communication.
  • Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
  • Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs.

    Desired Knowledge, Skills & Abilities:

  • Good knowledge of administrative processes in higher education.

    Essential Duties:

  • Provide general office assistance for the assigned Dean. Answer phones, prepare correspondence, schedule meetings. Prepare and organize materials for meetings.
  • Coordinate hiring process for new faculty. Schedule interviews, secure employment forms, assign voicemail and e-mail accounts, etc.
  • Link all instructor teaching assignments to faculty contracts. Calculate compensation as outlined in contracts and generate payment forms.
  • Distribute semester schedules to instructional staff. Input schedules on integrated data management system, maintain changes, update, and resolve room conflicts with other division support staff.
  • Maintain departmental filing system and inventory of required forms and supplies needed to run an efficient office.
  • Generate requisitions, maintain budget and monitor general ledger accounts. Run budget reports as requested.
  • Maintains required training, licensure and/or certifications.
  • Maintains confidentiality of privileged information and adheres to applicable privacy laws.
  • Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
  • Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
  • Adheres to department guidelines for attendance and punctuality.

    Other Duties:

  • May assist with student education and graduation processes. Prepare exam rosters, notify students of class cancellations and verify with records personnel that students have completed necessary coursework for graduation, etc.
  • May assist in the preparation of accreditation reports, program review reports, grants, course outlines, instructional materials and exams for division management.
  • Perform other job-related duties as assigned which pertain to the job description.
  • Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

    Physical Demands:

    Light (up to 25 lbs occasionally or 10 lbs frequently)

    Visual Acuity:

    Close visual acuity (e.g. computer, assembly)

    Work Environment:

    Moderate noise

    Environmental Conditions:

    Typical office or administrative

    Current SSECCA Union Member Information:

    The initial posting date for this position is 01/19/2024. Elgin Community College Support Staff Association (SSECCA) members that apply by 01/26/2024 and meet the posted minimum qualifications will receive full consideration.

    Equal Employment Opportunity Statement:

    Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.
    In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College's EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.

Keywords: Elgin Community College, Elgin , Office Coordinator II, Administration, Clerical , Elgin, Illinois

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