Administrative Assistant - Vice President for Instruction
ADMINISTRATIVE ASSISTANT - VICE PRESIDENT FOR INSTRUCTION
The Administrative Assistant manages administrative support systems for the successful operation of the College's instructional division and the administrative office.
Description of Duties
DESCRIPTION OF ESSENTIAL DUTIES:
- Coordinates course/curriculum information in cooperation with Curriculum Committee chair / director for electronic submission to the Illinois Community College Board.
- Coordinates curriculum information in cooperation with Curriculum Committee Chair for submission to the Illinois Community College Board, Illinois Board of Higher Education, and the Higher Learning Commission with appropriate changes reflected in the College catalog.
- Coordinates and processes information associated with reciprocal education agreements (e.g. chargebacks).
- Maintains the full-time faculty seniority list and the full-time faculty competencies list.
- Coordinates processing of Professional Development Leaves, Promotion Review and Tenure activities with committee chairs.
- Coordinates fall and spring assembly activities in cooperation with supervisor.
- Participates on Commencement Committee to support faculty involvement.
- Primary contact and superuser for room scheduling (Ad Astra).
- Manages database for faculty competencies, tenure, seniority, rank, and hire date information.
- Maintains database for promotion eligibility.
- Maintains calendars, schedules appointments and travel, reviews and routes mail; composes correspondence, reports, and minutes.
- Develops Board Reports as directed by supervisor.
- Develops College's Academic Calendar, including Instructional Services Calendar.
- Develops and manages budgets for ASC's, special events, faculty tuition reimbursement, institutional travel, and other budgets as assigned.
- Maintains official course syllabi file and other academic documents mandated by the State governing board.
- Trains, supervises, and evaluates ASC staff.
- Assists with schedule-building.
- Represents instruction on various interdisciplinary teams on campus, including but not limited to Banner Support, FLAC, etc.
- Serves as back up to Academic Deans in absence of Administrative Assistant.
DESCRIPTION OF OTHER DUTIES:
- Serves on College committees as assigned.
- Processes proficiency examination payments and others as necessary.
- Performs other job-related duties as assigned.
- Monitors transactions incurred against Black Hawk College Purchase Card issued.
OVERALL ACCOUNTABILITIES:
- Demonstrates Black Hawk College core values.
- Accuracy, efficiency, and timeliness of work.
- Maintains confidentiality of records and information.
- Maintains up-to-date job knowledge of all required software and applications.
- Acts in a professional manner and as an ambassador on behalf of the Vice President.
PRINCIPAL WORKING RELATIONSHIPS:
- Works directly with Vice President for Instruction.
- Works directly and cooperatively with Academic Deans, department chairs, administrative assistants, faculty, and staff.
- Works cooperatively with the general public, students, and agencies.
Education & Experience
(To perform this job successfully, an individual must able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)
- Bachelor's degree required. Master's degree preferred.
- Minimum of five years of experience in office management required. Office management in an academic setting preferred.
- Previous experience supervising employees required.
- Proficiency in Microsoft Office programs.
- Excellent communication skills required.
- Highly developed organizational skills required.
- Ability to problem-solve and multi-task required.
- Ability to maintain confidentiality required.
- Experience working in a database preferred.
- Knowledge of Banner (or other Student Information System) preferred.
The above statements reflect the general details necessary to describe the principal 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
This is a full time position with an excellent benefits package. Starting salary up to $47,000 per year. Typical work hours are Monday-Friday, 8 a.m.-5 p.m. Hours outside the norm may be required for special projects and/or peak periods.
Black Hawk College does not sponsor employment visas.
Position is open until filled but review of applications will start on November 20, 2021. Official transcripts will be required for any candidate hired.
COVID-19 Information:
Black Hawk College is mandated to comply with IL Governor Pritzker's Executive Order which requires all employees and students to be vaccinated for COVID-19 OR submit to weekly testing through our SHIELD IL testing site on campus.
Vaccinated and unvaccinated individuals will be required to wear masks indoors unless alone in an office, room, or workspace. The College will revisit when conditions and guidance changes. Reasonable accommodation will be provided consistent with and pursuant to applicable law.
BENEFITS
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.
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
- Free use of fitness center
- 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.
Optional 403b Tax-Deferred Investment Program: Employees may set up a 403b plan through Edward Jones Investments/Mass Mutual.