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Arial photo of the ECC campus with a view of Lake Spartan

Office Coordinator I

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Position Type: Full-Time
Location: Elgin, IL
Categories: Administrative Support
Role: Office Coordinator I

As a result of the Covid-19 Delta Variant, the Governor of the State of Illinois has issued Executive Order 2021-20 (Covid-19 Executive Order No. 87), to include mandatory COVID vaccines or submission to weekly testing for higher education faculty, personnel, and college students, as well as issuing an indoor mask mandate for all. By choosing to apply, I acknowledge and understand that upon employment, Elgin Community College (ECC) may require proof of vaccination or weekly testing as required by this mandate.

 

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 8 am to 5 pm and Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Rate of Pay:

This position is a grade 12 with a minimum of  $37,875. 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:

Non-Exempt

Grant Funded:

No

Job Summary:

An employee in this classification performs work of moderate difficulty by providing general clerical support and coordinating the daily operations of the functional area. Work is distinguished by the ability to perform budgetary and financial processes. General supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

1. Associate's degree (AA) or equivalent from two-year college or technical school with a minimum of four years of administrative assistant work experience or equivalent combination of training and experience.
2. Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
3. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
4. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
5. Working skills in verbal and written communication.
6. 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.
7. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

1. Previous work experience in a college environment.
2. Some knowledge of budgetary and financial procedures.

Essential Duties:

1. Provide administrative assistant functions for the enrollment services departments, i.e. process mail, schedule meetings and appointments, take and distribute notes at departmental meetings, take accurate messages, prepare communications, reports, and travel arrangements. Prioritize and meet deadlines. Maintain confidentiality of office.
2. Create non-credit sections for placement testing workshops and link contracts for payment.
3. Assist with departmental spending. Operate within allotted budget figures, facilitating the transferring of money between line items when necessary. Process all electronic requisitions, assigning budget numbers and maintaining budget figures. Process budget reports for area budget officers.
4. Coordinate cap & gown preparation, and pick up day. Handle all student, and faculty regalia orders. Troubleshoot regalia mismatches. Process and maintain the master list used for graduation. Collaborate with student life, Veterans services, and the Foundation to ensure appropriate regalia items are included and recognitions noted. Process all needed graduation related printing jobs. Processing of diplomas and coordination of diploma mailings and pickups.
5. Research topics as requested for required or requested reports and projects.
6. Maintain knowledge and provide accurate information of all college services, programs, departments, personnel, policies and procedures, as well as specific information about admissions, advising, orientation, financial aid, registration, testing, records, and student accounts.
7. Purchase and maintain supply inventory through electronic requisitions and online ordering.
8. Coordinate all aspects of setting up the departmental needs of new employees including electronic access. Train and oversee student workers. Process O& M and IT work orders for the office.
9. Contact vendors, request invoice and process requisitions for payment.
10. Reconcile department purchasing card expenses and submit for payment.
11. Maintains required training, licensure and/or certifications
12. Maintains confidentiality of privileged information and adheres to applicable privacy laws
13. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
14. 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.
15. Adheres to department guidelines for attendance and punctuality

Other Duties:

1. Perform other job-related duties as assigned which pertain to the job description.
2. 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 05/18/2022. Elgin Community College Support Staff Association (SSECCA) members that apply by 05/25/2022 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.

 

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Applications close:

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