Job Description

Secretary, Career Services

Job Description

STATUS: Full time

DEPARTMENT: Career Services

DIVISION: Student Development

CLASSIFICATION: Non-exempt

UNION: TOSSC

REPORTS TO: Director, Career Services

PLACEMENT: Clerical, grade 7

MINIMUM PAY RATE: $20.38 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY
To provide a wide variety of responsible clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Director of Career Services. Serves as a secretary to a department head, relieving an administrative official of operational details, which involve a great amount of confidentiality. May be involved in the staffing and supervision of part-time clerical employees and student workers. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Serve as the initial point of contact for the office. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information and schedule student appointments.
2. Prepare and type correspondence, documents, internal and external reports and other related materials. Update and maintain mailing lists, records, handbooks, databases and files.
3. Plan and coordinate department events; manage event timeline, registrations, collect event fees, and deposits.
4. Manage the Career Services email account; respond to inquiries and distribute messages to appropriate staff members.
5. Order and maintain inventories of supplies; maintain subscriptions and memberships; communicate with publishers and vendors.
6. Maintain and monitor computer center in area. Assist students and community members with career-related software, employment job postings and opportunities, and job search.
7. Serve as an administrator for online job board; communicate with employers regarding job postings, internships, job fairs, career fairs and on-campus recruitment.
8. Update changes to the Career Services web page and JJC Portal to provide current information to employers, students, and community members regarding upcoming events, programs and general information.
9. Assist Director in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card.
10. Coordinate meeting and travel arrangements, organize accommodations, maintain calendars and attendance records.
11. Create and maintain the Career Services event calendar and manage the department’s appointment, presentation, and event scheduling.
12. Create targeted mailings, visual displays, flyers, etc. to market the Career Services Center and its programs.
13. Review office procedures and suggest to the administrator necessary changes. Assist in the development of the Department organizational chart. Cross train to provide additional services for reception area.
14. May be involved in the staffing and supervision of part-time clerical and student employees.
15. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. High School diploma or equivalent.
2. Three (3) years of progressively responsible secretarial experience, preferably in the community college environment.
3. Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office, Ellucian (or similar), portal, email, and Internet.
4. Attentiveness to detail, excellent organizational skills, initiative, math aptitude.
5. Flexible with the ability to adapt to change when required.
6. Ability to learn new software quickly including the SARS scheduling system.
7. Ability to accurately type and proofread carefully. Ability to perform multiple tasks simultaneously.
8. Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
9. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
10. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Associate’s degree.
2. Previous experience planning and coordinating events.
3. Bookkeeping/accounting background and experience with budget management.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.

Full Time/Part Time: Full time

Union (If Applicable): TOSSC

Scheduled Hours: 40

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