Administrative Assistant to the Vice President for Student Services and the Student Services Deans
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Administrative Assistant to the Vice President for Student Services and the Student Services Deans
Salary
$45,000.00 Annually
Location
Quad Cities Campus - Moline, IL
Job Type
Full-Time Staff
Job Number
22-00425
Department
VP of Student Services
Opening Date
04/02/2025
Closing Date
4/23/2025 11:59 PM Central
Work Hours
8am to 5pm M-F
Application materials required
Cover Letter, Resume/CV
Description
Benefits
Questions
General Information & Responsibilities
The Administrative Assistant is responsible for performing administrative duties, and providing staff support and administrative assistance required for the operation of the offices of the Vice President for Student Services (VPSS) and Student Services Deans.
Description of Duties
DESCRIPTION OF ESSENTIAL DUTIES:
a. Serves as the primary administrative support professional for the Student Services Deans and the Vice President for Student Services (VPSS) and provides support to the Deans and the VPSS including but not limited to: maintaining calendars, scheduling appointments and travel, routing mail, processing travel reimbursements, record keeping, scheduling meetings and room reservations, and helping plan and execute events for the Student Services Division.
b. Works with Executive Administration, community members, Student Services leaders, Instruction leaders, and students that come into the Administrative Office.
c. Ensures that the VPSS and Student Services Deans are informed of priorities, deadlines and challenges.
d. Assists with general budget oversight and purchase card reconciliation including monitoring transactions.
e. Maintains confidential files and information including those involving FERPA.
f. Composes, edits, and sends communications on behalf of the VPSS and Student Services Deans
g. Serves as recording secretary on Committees as assigned.
h. Provides back-up administrative support to executive leadership and other departments as needed.
DESCRIPTION OF OTHER DUTIES:
a. Coordinates committee and special meetings including recording, transcribing, and distributing minutes; maintains meeting records and other material.
b. Attends designated meetings, functions and assist with miscellaneous duties, as needed.
c. Orders and maintains materials and supplies.
d. Supports assembly day and/or other programs upon request.
e. Assists with Ad Astra Scheduling when requested.
f. Serves as back up for Curriculum Committee in absence of the Administrative Assistant VPI.
g. Performs other job-related duties as assigned.
OVERALL ACCOUNTABILITIES:
a. Demonstrates Black Hawk College core values.
b. Accuracy, timeliness, and efficiency of work.
c. Maintains confidentiality of records and information.
d. Maintains up-to-date job knowledge of all required software and applications.
e. Acts in a professional and pleasant manner and as an ambassador on behalf of the Deans and the College.
PRINCIPAL WORKING RELATIONSHIPS:
a. Works directly with the Student Services Deans and the VPSS.
b. Works cooperatively with Student Services leadership, Vice President for Instruction, department chairpersons, assistants to the Vice President for Instruction, faculty, and staff.
c. Works cooperatively with visitors, students, and customers of the College.
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.)
a. Associate's degree required. Bachelor's degree preferred.
b. Minimum of two years demonstrated experience working as an administrative or executive assistant with proven levels on increasing responsibility.
c. Excellent interpersonal, oral and written communication, and organizational skills required.
d. Ability to maintain confidentiality required.
e. Proficiency in Microsoft Office programs required. Knowledge of Banner (or other Student Information System) preferred.
f. Ability to work well under pressure while maintaining a professional demeanor.
g. Must have basic working knowledge of remote work platforms (i.e. Microsoft Teams, Zoom, Webex, etc.)
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.
While you contribute your talent and enthusiasm to BHC, as an eligible employee you will have access to outstanding health benefits, ample time off, a pension plan, educational opportunities, and much more. In this section, you will find an overview of our comprehensive and generous benefit programs. Be sure to check out the Compensation section as well.
Core Benefits
Medical
Prescription Drug Plan
Mail Order Pharmacy
Dental
Vision
Basic Life Insurance
Tuition Waiver
Employee Assistance Program
Long-Term Disability
Flexible Spending Account (FSA)/Dependent Care Account (DCA)
Paid Holidays
Sick Leave
Vacation
Personal Days
Retirement Pension Plans
State University Retirement System of Illinois (SURS): Employees working in a regular and continuous position or one in which services are expected to be rendered on a continuous basis for at least four months or one academic term, whichever is less, may be eligible to enroll in SURS. To learn more about SURS, visitwww.SURS.org.
Optional 403b Tax-Deferred Investment Program: Employees may set up a 403b plan through Empower Retirement.
01
Do you have an Associate's degree?
Yes
No
02
Do you have a minimum of two years demonstrated experience working as an administrative or executive assistant with proven levels on increasing responsibility?
Yes
No
03
Do you have a proficiency in Microsoft Office programs?
Yes
No
04
Do you have a basic working knowledge of virtual platforms (i.e. Microsoft Teams, Zoom, Webex, etc.)?
Yes
No
Required Question
Employer
Black Hawk College
Address
6600 34th Ave
Moline, Illinois, 61265
Phone
309-796-5222
309-796-5224
Website
http://www.bhc.edu
