Student Life Administrative Assistant

Student Life Administrative Assistant

This position is an on-campus, full-time, 12-month appointment based in Champaign, Illinois covered by the Professional Support Staff (PSS) Union with an annual salary of $37,668.80.

Application Close Date/Time: Wednesday, August 13th, at 7PM CT

The Student Life Administrative Assistant is responsible for the day-to-day operations of the Student Life complex, assisting with the planning and execution of Student Orientation, special events, preparing department materials, answering inquiries about the department and Parkland College, and tracking financial accounts for student organizations and Student Government.

Applicants must submit:

• An online employment application
  
• Cover letter
  
• Resume or CV
  

Essential Job Functions

• Assist the Student Life office with the planning, organization, promotion, Student Life emails, and conducting of events such as Convocation, Commencement, programs, and guest speakers.
  
• Manage the operations of the Student Life office complex including the Atrium Welcome Desk and College Center display cases, and assist other departmental staff members when needed.
  
• Assist student organizations and college departments by scheduling the use of Student Life rooms through the college scheduling systems 25Live.
  
• Inquire and secure facilities, caterers, photographers, equipment, participants, and speakers for student life events.
  
• Work with Student Life staff to create fliers, PowerPoint slides, adobe software and presentation materials utilizing Microsoft 365 software.
  
• Manage the Parkland College identification card operations by producing and distributing IDs.
  
• Maintain and troubleshoot the ID equipment, order supplies, and maintain service contracts for printer and ID software.
  
• Hire, train, and supervise student employees that support the Student Life office, the Atrium Welcome Desk, ID operations, and Student Life operations.
  
• Manage front desk operations for the Student Life office complex; assist with events, customer service, outreach to current and prospective students.
  
• As needed, provide front desk coverage, and respond to phone, e-mail, and in-person inquiries; host visitors and assist student, faculty, and staff.
  
• Train students how to utilize Parkland College student information systems.
  
• Assist Student Life Coordinator - Technical in orientation sessions.
  
• Collaborate and coordinate with other departments to assist with college operations as needed.
  
• Assist in that all Student Life events are well staffed.
  
• Maintain proper inventory and upkeep of all Student Life & Wellness materials, equipment, and supplies.
  
• Manage locker rentals and ensure lockers are in good working condition.
  
• Ensure good record keeping of loanable equipment request and usage.
  
• Submit work orders and ensure requested rooms are set up properly for all events.
  
• Tracking the Student Life finances and records for multiple accounts; process purchases orders, check requisitions, prepare deposits, and purchases on p-card; track spending and budget reconciliation of Student Life accounts.
  
• Assist the Director and other departmental staff with adherence to budgets for multiple financial accounts.
  
• Conduct and manage Commencement logistics such as, registration, seating chart, cap and gown, ordering, pick-up, and return.
  
• Track financial records for Student Government and registered student organizations; train student treasurers on check requisition process and financial responsibility.
  
• Other duties as assigned by the Director of Student Life.
  

Minimum Requirements

• Associate degree with two (2) years' experience in an office environment OR an equivalent combination of education and work experience.
  
• Prior experience in supervising, directing, and training the work of others. Ability to handle confidential information and records judiciously.
  
• Verbal and mathematical skills sufficient to produce materials, communicate effectively, maintain accurate financial records, and perform other essential duties.
  
• Functional ability in current word processing, desktop publishing, database, and spreadsheet software packages including but not limited to Microsoft 365 software, with the ability and willingness to learn the Parkland information system and new programs as technology changes.
  
• Communicate and work with diverse groups of people including individuals with English as a second language.
• Must successfully complete a criminal background check with fingerprinting.
  
• 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.

Robust benefits, including medical insurance with no monthly premiums, dental, life, disability, retirement plans, flexible spending, dependent care, EAP, work/life balance with generous paid time off, and tuition waiver. More information on the benefits package may be found online at our Benefits page.

Sponsorship for work authorization is not available for this position.

Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://www.parkland.edu/careers will not be considered.

Please monitor your email, including spam or junk mail folders, for future correspondence from Parkland College Human Resources.
For further information on the application process, please contact Parkland College Human Resources at 217-351-2220.

Applicants with disabilities may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process.

Requests may be submitted by contacting Human Resources at 217-351-2220 or by emailing hr@parkland.edu.

Equal Opportunity Employer