Administrative Assistant to Career Services



Administrative Assistant to Career Services

Salary

$35,880.00 Annually

Location

Main Campus - Mattoon, Illinois

Job Type

Full-time

Job Number

202300186

Division

Student Services

Department

Career Services

Opening Date

04/08/2024

Closing Date

5/1/2024 5:00 PM Central

FLSA

Non-Exempt

Bargaining Unit

Lake Land College Paraprofessional Association

Description

Provides front-line customer service for Career Services and Counseling Services, markets office services, and assists the Director and staff in the daily operations of Career Services.

Description of Essential Functions (critical tasks)

Essential Job Functions:

  1. Provide front-line customer care to students, employers, staff, and community members.
  2. Assist in the development of and teach individuals how to create job search materials.
  3. Train individuals how to use Internet-based career guidance programs.
  4. Create usage materials and market Internet-based career guidance programs to on-campus and off-campus constituents.
  5. Support the maintenance of an online database for employment and internship opportunities and other outreach platforms.
  6. Participate in and support outreach efforts to market services to businesses students and community members.
  7. Create and post social media content to support the office's social media campaigns.
  8. Establish a positive rapport with faculty, staff, students, community members, and employers.
  9. Support the coordination, planning, scheduling, publicizing, and execution of job fairs.
  10. Assist with coordination and publicity of various workshops and events.
  11. Create and maintain databases of potential employers, presenters, and participants.
  12. Track student and community usage of office services and create usage reports.
  13. Prepare and distribute newsletters, flyers, letters, and other correspondence.
  14. Reconcile credit card statements and track expenditures.
  15. Maintain and update office procedures manual and other documents.
  16. Manage and order office supplies and equipment.
  17. Work collaboratively to provide Student Services reception and Counseling Services office support.
  18. Work collaboratively to provide, assess, and improve student reception activities.
  19. Assist with supervision of work-study students.
  20. Present introductory office information to students and guests.
  21. Schedule appointments, meetings, and meeting rooms for director and staff.
  22. Proofread and assist students and community members with the creation of resumes, cover letters, and follow-up letters in accordance with a pre-determined format and list of criteria as set forth by the director.
  23. Assist with the coordination and administration of other special projects.
  24. Complete other related duties as assigned.

Specific Functional Job Requirements

Education Requirements:

  • Associate Degree Required; AAS preferred.

Experience Requirements:
Two years of administrative assistant experience preferred and advanced skills in Microsoft Office. Business etiquette and general office procedures.

Knowledge:


Skills:
Excellent interpersonal, organization and oral and written communication skills; Exhibit required skills in Microsoft Office XP, including Word, Excel, Outlook and PowerPoint as determined through assessment; multi-line digital phone system; multi-user calendar system; and word processing skills.

Personal Requirements:
Detail-oriented, self-starter who enjoys relating to a diverse population of students, staff, and the public in a fast-paced work environment with multiple interruptions. Must be options thinker; consistently seeks opportunity for growth and improvement in self and the office. Work consistently to further the college's vision and values. Work collaboratively with immediate peers and other departmental areas to support student learning and development. Show respect and compassion for others. Value the open exchange of ideas and exhibit innovation in daily work and special projects.

EMPLOYEE BENEFITS SUMMARY
PARAPROFESSIONAL
(For specific details, please refer to summary plan documents and/or the paraprofessional contract.)

Vacation Hours

Full-time paraprofessional employees earn 80 hours of vacation time during their first full year of employment.  For each additional year of employment, paraprofessional employees receive an additional 8 hours, up to a maximum of 160 hours.  Hours are accrued monthly and can be taken in 30-minute increments.  Hours start accruing from the first day of employment, although employees must complete their 90 day probationary period before using vacation time.  There is a maximum carryover of 80 hours into a new fiscal year.

Sick Hours

Full-time paraprofessionals earn 112 hours of sick time each year.  Hours are accrued monthly (9.33 hours per month) and can be used in 30-minute increments. Sick leave may carry over and accumulate with no maximum.

Personal Hours

Full-time paraprofessionals earn 24 hours of personal time at the beginning of each fiscal year.  For employees who begin in the middle of a fiscal year, hours will be prorated.  Personal time can be used in 30-minute increments.  Any unused personal time will be transferred to sick leave at the end of the fiscal year.

Holidays

Lake Land College provides for ten paid holidays: January 1st, Friday Before Easter, Martin Luther King, Jr., Day, Memorial Day, Independence Day, Labor Day, Election Day, Thanksgiving Day, Day After Thanksgiving, and December 25th.

Tuition Waiver

Lake Land College offers tuition waivers for credit courses to current full-time employees, employee’s spouse or civil union partner, and their unmarried dependents under age 23. Any fees associated with the classes are the responsibility of the employee.

Tuition Reimbursement

Full-time employees are entitled to a tuition reimbursement of $200 per credit hour with a maximum of $1200 a fiscal year to advance their education with a baccalaureate, masters, or doctoral degree.  Reimbursement is available for courses in which a grade of C or better is received with verification through official transcripts.

Retirement

Lake Land College employees are members of the State Universities Retirement System (SURS).

(403)b/457(b) Retirement Savings Plans

Lake Land College offers a voluntary 403(b) plan and a 457(b) plan.  Employees have the option of choosing from a variety of investment funds and can contribute on a pre-tax or post-tax basis.  Employees can elect to enroll in a 403(b) and 457(b) plan at any time.  The College offers an Employer Match of up to 3% of your gross salary based on certain criteria.   Please refer to Board Policies 05.38 and 05.22 for criteria and guidelines.





Life and AD&D Insurance

Lake Land College provides full-time paraprofessionals with $40,000 in life and AD&D insurance.  Employees may also elect to purchase additional supplemental insurance for themselves, as well as spouse or civil union partner, and their dependent children.  Spouses and dependents cannot exceed the amount of the employee’s optional benefit.

Voluntary Benefits

Lake Land College offers Voluntary Short-Term Disability, Long-Term Disability, Hospital Indemnity, Critical Illness, and Accident Insurance at group rates paid by employees. 

Flexible Spending Account

Full-time employees can elect through payroll deduction to establish a flexible spending account for qualified medical or dependent care expenses incurred during the plan year.  These elections are made on a pre-tax basis to save the employee federal and state income taxes.  Employees enrolled on a medical flexible spending account can carry over up to $500 from one plan year to the next.

Medical Insurance

Lake Land College offers two health plan options -One Traditional PPO health plan and one High Deductible health plan with a compatible Health Savings Account.  Employees can elect coverage for their dependents defined as a spouse, civil union partner, or child under the age of 26.  Dependent verification is required.  Spouses who are able to obtain insurance through his or her full-time employment are not eligible for the College Insurance. 
Monthly Rates for January 1, 2024-December 31, 2024
SingleEmployee + 1Family
Plan A (Traditional)$0.00$692.92$918.14
Plan B (HDHP)$0.00*$376.43*$581.02*
* Lake Land College will also contribute to a Health Savings Account on behalf of the employee.

Health Savings Accounts

A HSA is a tax-favored savings account, which allows funds to be accumulated tax-free to pay for current and future qualified healthcare expenses. A HSA account is only available if a HDHP, or Plan B is chosen. Lake Land contributes an amount equal to the difference in premiums between Plan A and Plan B. For 2024, this amount is $299.18/month for single coverage, $316.50/month for employee+1 coverage, and $337.12/month for family coverage.

Dental Insurance

Lake Land College offers Dental Insurance to employees and their qualified dependents at the following monthly cost:
 
SingleEmployee + 1Family
Dental Insurance$0.00$16.23$25.66
Vision Insurance

Lake Land College offers Vision Insurance to employees and their qualified dependents at the following monthly cost:
 
SingleEmployee + 1Family
Vision Insurance$5.59$10.62$15.51

 

Agency
Lake Land College
Address
5001 Lake Land Boulevard

Mattoon, Illinois, 61938-9366
Phone
2172345410