Senior Administrative Assistant III

Position Title:

Job Description:

POSITION SUMMARY
The Senior Administrative Assistant III is responsible for providing administrative support to the Executive Director of Strategic Engagement and driving the execution of JJC's strategic engagement strategies, in coordination with the Executive Director and President's Office. The Senior Administrative Assistant III provides high-level administrative, operational, and strategic support to the Executive Director of Strategic Engagement, playing a critical role in advancing the institutional vision and community impact. This position serves as a key connector between the Office of Strategic Engagement, the President's Office, and a wide range of external partners, helping to drive the execution of the College's strategic engagement priorities.
Working closely with the Executive Director, the Senior Administrative Assistant III supports an institution-wide approach to external community engagement aligned with the President's vision. This includes coordinating meetings and events, at the direction of the Executive Director, with municipalities, legislators, K-12 school districts, higher education institutions, economic development organizations, social service agencies, and nonprofit partners.
This position requires exceptional discretion, judgment, and initiative. The Senior Administrative Assistant III routinely manages sensitive information and complex situations requiring a high degree of confidentiality, professionalism, and independent decision-making. Duties often involve adapting procedures, prioritizing competing demands, and proactively anticipating executive and organizational needs in a fast-paced, highly collaborative environment.
In addition, the Senior Administrative Assistant III provides administrative and logistical support for biennial Consolidated Election activities related to the Joliet Junior College Board of Trustees, ensuring accuracy, compliance, and coordination with internal and external stakeholders.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide direct administrative support to the Executive Director of Strategic Engagement.
2. Perform office management duties ensuring the operational efficiencies for the Executive Director of Strategic Engagement's needs, handle matters expeditiously and proactively. Serve as liaison between the Communications and External Relations office and internal departments and external constituencies; effectively maintains credibility, trust, and support with executive-level management staff.
3. Coordinate institutional external events; collaborate with state and federal legislator staff and key community partners to plan and execute events while instructing college staff on needs and expectations.
4. Support construction and coordination of editorial materials including but not limited to the college's biweekly employee newsletter, biannual college magazine, and media reports for the President's Office and Board of Trustees.
5. Coordinate key institutional events; maintain records and project lists/databases. Update and maintain community and legislative mailing lists and related.
6. Assist with maintaining and updating social media content on the college's social media presences, update office website and portal pages. Monitor and maintain external electronic signs on Main Campus.
7. Receive and direct visitors while assessing the relative importance of each, handle phone calls, take and relay messages, provide requested information, prioritize, and distribute mail; review and act upon correspondence and items requiring approval from the Executive Director.
8. Maintain a high level of confidentiality of information originating from or directed to the executive director office related to records, personnel and organizational issues.
9. In conjunction with the Executive Director and JJC legal team, support the biennial Consolidated Election activities related to the Board of Trustees.
10. Communicate, coordinate, and document activities related to the Board of Trustees J.D. Ross Extraordinary Service Award committee, as well as coordinate internal and external components of the award process and outreach.
11. Prepare and type correspondence, documents, internal and external reports, and handle confidential materials.
12. Monitor departmental budget. Prepare and maintain records; process direct pay vouchers, invoices, purchase requisitions, travel requests and reimbursement, budget adjustments and transfers, credit card payments, work orders and service arrangements, and related.
13. Coordinate, record, transcribe, and distribute materials related to various meetings as assigned.
14. Participate in the goals and objectives of the department and the college.
15. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS
1. Associate's Degree.
2. Three (3) years of related experience.
3. Strong computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows.
4. Ability to perform multiple tasks simultaneously.
5. Attentiveness to detail, excellent organizational skills, and initiative.
6. Effective verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
7. 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.
8. 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. Bachelor's Degree, preferably in Communications, Marketing, English, or closely related discipline.
2. Five (5) years of related experience
3. Experience working in a marketing or communications office.
4. Familiarity with social media.
5. English and Spanish verbal and written communication proficiency.
6. 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
* Duties are performed indoors in the usual office environment.

BENEFITS

Full Time/Part Time:

Union (If Applicable):

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