Administrative Assistant II - Campus Information in Carterville, Illinois at John A Logan College
Job Description
Position Summary
This position serves as the primary point of contact for the college’s Welcome Center, providing exceptional customer service and ensuring visitors, students, and callers are directed to the appropriate offices and resources. Responsibilities include managing incoming communications, responding to inquiries through the college’s chatbot, screening and transferring phone calls, supervising student workers, and overseeing budget information for the Admissions and Records Office. Through effective communication and organization, this role supports daily office operations and advances the college’s commitment to accessible, student-centered service.
Minimum Qualifications
- Education required: High school diploma or equivalent; associate degree in office administration, business, or a related field preferred.
- Experience required: Minimum of two years of progressively responsible administrative or clerical experience, preferably in educational records or a registrar environment.
- Technology required: Proficiency with Microsoft 365, student information systems, electronic transcript exchange platforms, and document imaging systems.
- Communication and organization: Ability to prepare accurate correspondence, maintain confidentiality, manage concurrent tasks, and meet processing deadlines with minimal supervision.
Essential Functions & Responsibilities
Welcome Center Service and Support
- Manages the College Information System at the Welcome Center, answering incoming calls and routing them to the appropriate department.
- Assists visitors with questions and provides directions to campus locations by utilizing the scheduling management system.
Information and Written Communication
- Provides students with clear, accurate information about directory information and available college services.
- Maintains professional communication standards in all written correspondence.
Chatbot Monitoring and Response
- Review questions.
- Categorize and route inquiries.
- Create question-and-answer pairs.
Budget and Purchasing Support
- Processes P-card transactions, check requisitions, purchase orders, and related supporting documentation.
- Processes travel vouchers and maintains accurate purchasing records in accordance with college procedures.
Process and Workflow Management
- Coordinates student worker schedules to ensure adequate coverage at the Welcome Center.
- Approves student worker timecards in the ADP system according to established deadlines.
- Trains student workers on the college information system, operations, and customer service protocols.
Non-Essential Functions & Responsibilities
Demonstrate servant leadership by supporting colleagues, responding to the needs of students and stakeholders, fostering collaboration, and contributing to a respectful, service-focused work environment. Other duties as assigned. Duties must be performed on the John A. Logan College campus or designated location.
Required Knowledge, Skills, and Abilities
Knowledge
- Welcome Center operations, college services, campus resources, and inquiry-routing procedures.
- Professional written communication and customer-service standards.
- College Information System and scheduling-management procedures.
- Chatbot inquiry review, categorization, routing, and question-and-answer maintenance.
- P-card, purchasing, check-requisition, purchase-order, travel-voucher, and records-retention procedures.
- Student-worker scheduling, timekeeping, training, and supervision practices.
- FERPA, confidentiality, and institutional privacy requirements.
Skills
- Professional customer service and clear written communication across multiple channels.
- Effective use of college information, scheduling, chatbot, timekeeping, and Microsoft 365 systems.
- Accurate preparation and processing of purchasing and travel documentation.
- Recordkeeping, document verification, and file organization.
- Coordination of student workers and concurrent administrative priorities.
Abilities
- Interpret and apply institutional policies and procedures.
- Maintain accuracy during high-volume processing.
- Exercise discretion when handling confidential information.
- Work independently and collaboratively.
- Adapt to changing priorities and meet established deadlines.
Job Attributes
Personal characteristics and traits essential for success in this role
- Service Orientation: Provides courteous, responsive assistance to students, visitors, and colleagues.
- Attention to Detail: Maintains accuracy in communications, purchasing documents, timekeeping, and records.
- Organization and Follow-Through: Manages concurrent priorities and completes tasks by established deadlines.
- Judgment and Discretion: Protects confidential information and escalates non-routine matters appropriately.
- Adaptability and Collaboration: Adjusts to changing needs and supports shared team priorities.
- Technology Proficiency: Uses college systems and Microsoft 365 effectively to complete assigned work.
Physical Requirements and Working Conditions
Physical Environment
Extended periods of sitting and computer use; visual acuity and manual dexterity for document and data review; occasional standing, walking, bending, and lifting up to 15 pounds; mobility for campus and off-campus events.
Work Environment
General office setting in the Registrar's Office with regular use of a computer, telephone, scanner, and printer. Work includes frequent interaction with students, families, visitors, and institutional partners.
Special Conditions
Standard college operating hours with occasional schedule flexibility for orientation, graduation activities, commencement ceremonies, and registration drives. Strict adherence to FERPA and institutional privacy requirements is required.
The following documents must be submitted with the application:
- Resume
- Unofficial college transcripts, if applicable
- Three references
John A. Logan College offers a variety of benefits to employees. These benefits include, but are not limited to:
- State Universities Retirement System (SURS)
- Health, vision, and dental Insurance
- Life insurance
- Paid time off (personal, vacation, and sick)
- Paid holidays
- JALC tuition waiver after 6 months of employment
Interested? Complete an application and submit the items listed above. If you have questions, please contact the Office of Human Resources at 618-985-2828, extension 8912, or by emailing jill.elliott@jalc.edu.
JALC Mission: "To enrich lives through learning and community engagement."
John A. Logan College is an equal-opportunity employer. John A. Logan does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status, or unfavorable discharge from military service or any other characteristic protected by law.
Monday - Friday: 7:30 am - 4:00 pm
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