Administrative Assistant to the Vice President for Student Services

Essential Job Functions

• Maintain Vice President's electronic calendar.
• Provide excellent and professional customer service to all constituents interacting with the VPSS office including phone calls, in-person reception, and external stakeholder events.
• Receive and direct students and visitors.
• Schedule and coordinate meetings and appointments using Parkland scheduling systems.
• Prepare agendas and take detailed, accurate minutes for meetings and events.
• Organize travel arrangements and conference registrations.
• Monitor and provide bookkeeping for multiple budget lines; process requisitions, check requisitions, and payroll authorizations; and reconcile P-card statements.
• Perform general clerical duties; order and maintain office supplies; maintain physical and electronic filing systems.
• Prepare and distribute materials for the Student Services Leadership Team.
• Coordinate the monthly completion and submission of timesheets for VPSS and the Student Services Leadership Team.
• Assist with weather closure procedures.
• Assist with all aspects of the Trustees Scholarship process including mass communications with High School Counselors, and the creation and maintenance of recipient database.
• Assist the VPSS in planning, coordination, and execution of all Student Services events. Responsibilities include monitoring and updating task lists, timelines, communications, and programs for events such as Commencement, Honors Convocation, the District 505 High School Counselors' Meeting, Athletic Hall of Fame, and other Student Services Events. Requires extensive event planning and coordination, as well as attendance at these events.
• Assist with communications, processes, and file maintenance of Title IX, student grievance, and harassment/discrimination/ADA complaints, including utilizing case databases.
• Assist the VPSS in their implementation of the Crisis Management Plan during crises.
• Support the VPSS in the direction of the Concern and Response Team (CART), including the development and dissemination of meeting agendas and notetaking.
• Assist the VPSS in developing presentations for local, state, and national meetings and conferences.
• Maintain confidential communications and records.
• Perform other duties.

Minimum Requirements

• Associate's degree with at least two (2) years of professional experience working with the public.
• Ability to handle confidential materials judiciously, and in accordance with FERPA and other higher education laws.
• Demonstrated excellence with Microsoft Office Suite applications and database management, and the ability to learn Parkland information systems and new programs as technology changes.
• Ability to operate and troubleshoot standard office equipment.
• Excellent interpersonal communication skills; ability to communicate accurately and effectively orally and in writing with diverse populations.
• Demonstrates sufficient numeracy skills to monitor and provide bookkeeping for multiple budget lines and perform related duties.
• Excellent time management skills, as evidenced by the ability to handle multiple tasks, work under pressure, and meet deadlines.
• Understanding of, and support for, the community college mission.
• Evidence of commitment to ongoing professional development.
• Prospective new hires will successfully complete a post offer, pre-employment criminal background check with fingerprinting. The background check review includes, but is not limited to, exclusionary offenses per the Illinois School Code and Title IV of the Higher Education Act.
• In an effort to comply with SURS return-to-work restrictions for employers (40 ILCS 5/15-139.5), candidates for employment at Parkland College must either not be a SURS annuitant or must be willing to suspend his/her SURS annuity upon employment. This applies to all SURS annuitants except those receiving their annuity under either the Self-Managed Plan (SMP) or by lump sum payment.