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Admin. Assistant to VP for Student Services

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Admin. Assistant to VP for Student Services

Salary

$40,000.00 - $45,000.00 Annually

Location

Quad Cities Campus - Moline, IL

Job Type

Full-Time Staff

Job Number

22-00433

Department

VP of Student Services

Opening Date

04/21/2025

Closing Date

Continuous

Work Hours

Monday-Friday 8:00am-5:00pm

Application materials required

Resume, Cover Letter, Transcripts

+ 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 Vice President for Instruction (VPI).

Description of Duties

DESCRIPTION OF ESSENTIAL DUTIES:

a. Serves as the primary administrative support professional for the VPSS and provides support to the VPI and Deans.

b. Provides support as needed to VPI 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 Student Services and Instruction.

c. Leads and coordinates the development of semester class schedules: project management, builds and assists in maintaining CRN’s in the college’s database system (Banner) for college credit classes, integration of timetables, room assignments, class seat information, lab fees, final examination schedules, cluster schedules. This position will also build dual credit courses and assist dual credit coordinators and recruiters with clerical/administrative tasks.

d. Coordinates the data entry into Banner related to course schedules and faculty load.

e. Works with Executive Administration, community members, Student Services leaders, Academic Deans, Department Chairs, Instructors, and students that come into the Administrative Office.

f. Ensures that the VPSS and VPI are informed of priorities, deadlines and challenges.

g. Assists with general budget oversight and purchase card reconciliation including monitoring transactions.

h. Maintains confidential files and information including those involving FERPA.

i. Composes, edits, and sends communications on behalf of the VPSS and VPI, including but not limited to schedule change memos and the Instructional Service Calendar.

j. Assists Instruction with new faculty orientation, adjunct orientation and other Instruction related events, such as evaluation and promotion processes.

k. Serves as recording secretary on Committees as assigned including The Refund Appeals Committee.

l. Communicates with adjunct faculty concerning course enrollment to comply with instructional/state requirements concerning course load.

m. Supports Instruction with academic schedule creation, class creation/cancellation to ensure course programing aligns with enrollment trends.

n. 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 room scheduling (Ad Astra).

f. Serves as back up for Curriculum Committee in absence of the Administrative Assistant for 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 College.

PRINCIPAL WORKING RELATIONSHIPS:

a. Works directly with the VPSS, VPI and Student Services.

b. Works cooperatively with Administration, Student Services, VPI, department chairpersons, 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

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