Job Details

Assistant to the Dean

Apply for this job

Position Number: 6446773
Location: Grayslake, IL
Position Type: Deans - Other

Assistant to the Dean
College of Lake County

Full Time
REQ-00000508

Why choose the College of Lake County for your next opportunity?

The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off and 14 paid holidays each year. Some benefits will not be available for part-time or part-time under 20 hours employees (ex: health insurance).

Position Title:

Assistant to the Dean

Department:

Lakeshore Campus Division

Position Type:

Staff

Job Family:

Classified

Job Summary:

The Assistant to the Dean assists in managing all office operations related to the functions of the College of Lake County Lakeshore Campus, including student services, student life, administrative support, faculty support, and scheduling of the Conference Center. This position also provides secretarial and administrative support, exercising discretion and independent judgment in disseminating sensitive material and/or information based on an in-depth knowledge of College policies and procedures, and anticipating and initiating actions relevant to the efficient functioning of the campus. The position is responsible for coordinating office procedures and workflows related to the diverse functions of the Campus, exercising independent judgment/guidance, and representing the Campus to internal and external constituencies.

Posting Date:

08/05/2025

Expected Start Date:

09/01/2025

Compensation Grade:

B24

Full-Time/Part-Time:

Full time

Location:

Lakeshore Campus

Total Hours Per Week:

Job Description:

Department Operations/Processes: 60%
1. Provides direction to office support staff and student employees. Trains staff on department and college procedures and ensures that the staff has the basic knowledge of college operations required to assist visitors and students.

2. Ensures that the information desk is staffed, assigns clerical projects to the desk staff, reviews their finished work, and provides them with training on department and college procedures.
3. Ensures workers at the information desk undergo proper onboarding.
4. Assumes the lead role in coordinating activities related to the functions of the Office of the Dean and maintains efficiency by planning, recommending, and implementing various forms, fluid systems, processes, and procedures.
5. Monitors project timeliness and identifies issues with goals that the Lakeshore leadership team sets forth.
6. Maintains a database of records for various groups and Lake County constituencies.
7. Maintains technical knowledge and trains office staff by attending appropriate training and staying current about college policies and procedures.
8. Handles the administration of various Lakeshore meetings, including preparing meeting packets, agendas, and meeting minutes for the Lakeshore Campus Advisory Committee and other meetings for the Lakeshore leadership team.
9. Receives and screens incoming communications and prepares correspondence, memos, and reports for the Lakeshore leadership team, keeping them informed by reviewing various operational reports, summarizing information, and identifying trends.
10. Coordinates calendar of events, appointments, meetings, catering, and travel arrangements for the Lakeshore leadership team.
11. Prepares office correspondence, expense reports, meeting minutes, and other documents.
12. Collects, compiles, and maintains employee information for the Dean's reference.

13. Prepares requisitions, purchase orders, payment requests, and budget transfers for the supervisor's approval.
14. Monitors the Administrative suite departments' expenditures and budgets as required.
15. Maintains an inventory of supplies and forms, reordering when necessary.
16. Keeps an ongoing inventory of brochures, pamphlets, and other promotional materials for the information desk.

Student/Customer Service: 20%
1. Receives visitors, answers telephone, responds to inquiries, provides advice, and represents the office to students, faculty, administrators, and the community, exercising tact and discretion.
2. Represents the Campus and Student Support Center to students, visitors, faculty, administrators, and the community; responds to and resolves customer concerns.
3. Screens telephone calls, maintains calendar, and schedules appointments/meetings for the Dean.
4. Sorts, routes, and responds to routine incoming correspondence.
5. Assists staff with public relations projects and activities specific to the department's function.

Other: 5%
1. Serves as the lead secretary.
2. Proofreads documents for accuracy and correctness.
3. Performs other duties as assigned.

Required Qualifications:

1. High School diploma or equivalent.

2. Six years of administrative assistant, office management and/or other job-related experience.
3. Experience in a lead or senior administrative role in an office setting.
4. Intermediate to advanced Excel skills, Intermediate Word and PowerPoint skills; proficiency in other software applications.
5. Ability to maintain confidential information.
6. Excellent organizational and communication skills.
7. Ability to work independently and prioritize deadlines.
8. Experience managing office workflows and systems.
9. Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.
10. Progressive responsibility in office administrative work with some college coursework.

Desired Qualifications:
1. Associate's Degree or earned Administrative Office Systems/Office Technology certificate, or equivalent.
2. Bilingual English/Spanish

Pay:

$20.52/hr

Schedule:

8:00am - 4:30pm Monday - Friday

EEO Statement

College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history).

To apply, visit https://clc.wd5.myworkdayjobs.com/en-US/External/job/Lakeshore-Campus/Assistant-to-the-Dean_REQ-00000508-1