Administrative Assistant – Academic Year

At Augustana College, we don’t just educate students – we empower them. As a nationally recognized college of the liberal arts and sciences, we invest in engaged learning, maximizing student potential, and building strong community partnerships, the driving forces of our Bold & Boundless Strategic Plan (2024-29).

For our 2,500 students, Augustana offers a collaborative and student-focused environment, in which faculty and staff play an active role in shaping futures through hands-on learning, mentorship and leadership development. Located on a scenic, wooded campus in Rock Island, Illinois, Augustana is part of the vibrant Quad-Cities metropolitan area (pop. 470,000), about a 3-hour drive from Chicago.

We seek mission-driven professionals who are passionate about student success, innovation and making an impact. If you thrive in an environment that values curiosity, collaboration and the power of transformative education, we invite you to bring your talents to Augustana.

Administrative Assistant – Full-Time Academic Year Opportunities

Join our dynamic academic team as an Administrative Assistant supporting one of our college’s academic departments. This role follows the academic calendar, working from late August through the end of May, with summers off! Perfect for those seeking a balanced work-life rhythm aligned with the school year. If you’re organized, collaborative, and enjoy supporting faculty, staff and students we encourage you to apply!

Job Title: Academic Administrative Assistant

Status: Non-Exempt, Full-Time Academic Year

Wage Grade: 720

Reports To: Academic Department Chair(s)

Overview: Academic Administrative Assistants play an integral role in student success, especially through their work and supporting faculty. Academic Administrative Assistants are responsible for ensuring that the day-to-day operations of their assigned department run smoothly so faculty can concentrate their efforts on teaching and student development. Support may include, but it’s not limited to: customer service, coordinating department, activities, supervising student workers, website and social media arrangement, budget and purchasing card administration.

The ideal candidate will have a strong attention to detail, will be tech savvy, love interacting and collaboration with a diverse population, and find joy in supporting others to ensure success.

Job Duties:

• Answer, phone calls, greet visitors and provide a warm welcome while meeting with the needs of students, faculty members, and others interacting with the designated academic departments.
• Provides basic services for students and faculty members, including copying of class materials, preparing documents and providing information about activities and offerings of the department.
• Responsible for the hiring, training and supervision of student workers as needed. Assigns projects, creates schedules, and communicates expectations. Maintains electronic student worker time cards and submits these to payroll in a timely manner.
• Maintains and updates the department websites and social media postings.
• Overseas departmental financial management, such as reconciling purchasing cards, managing the departmental budget and paying invoices.
• Plans and coordinate special events, such as banquets, open houses, faculty interviews, guest speakers, and other events.
• Overseas and maintains adequate supplies of the office materials and other needs for the department.
• Serve as backup administrative support to other departments as needed.
• Assist with federal projects, events, and other duties as assigned.

Requirements:

Education: High School diploma or GED required. Additional education and/or experience highly preferred.

Skills & Experience:

• 1-3 years of demonstrated experience, providing administrative support for a variety of individuals.
• Strong verbal and written communication skills.
• Excellent computer skills with a working knowledge of Microsoft Office products and ability to learn web basics.
• Ability to work with limited supervision, prioritize, work, and meet deadlines with a high degree of detail, orientation and accuracy.
• Excellent customer service skills and ability to work with a diverse group of colleagues, faculty members, members of the campus community, students, and parents.
• Time management skills to handle multiple priorities in an environment of frequent interruptions.

Physical requirements:

• Frequently move about inside the office to access file cabinets, office, machinery, etc..
• Constantly operates, a computer and other office machinery, such as printer, copy machine, calculator, and other equipment.
• Frequently communicates with students and parents who have inquiries or campus related issues. Must be able to exchange accurate information in these situations in person, or by video or phone.

Additional Information:

Pay and Benefits: This position is budgeted to pay $15.45 per hour. We offer a competitive benefits package designed to support the needs of employees. Full-time employees are eligible for a comprehensive range of benefits including:

• Medical, dental, vision insurance
• Flexible spending accounts or health savings accounts
• Life insurance, disability insurance, and supplemental insurance programs
• Retirement plan with a generous company contribution
• Excellent paid time off/holiday benefits
• Tuition benefits for employees and their family members
• Access to company facilities (gym, pool, health center, etc.)
• You can learn more about our benefit programs at our Benefits website.

Expected hours of work: Standard days and hours of work for a full-time employee will be Monday through Friday 8 AM to 4:30 PM. This position may be required to work outside of the standard hours to meet needs of employee groups. This position works during the academic school year from late August through the end of May with summers off.

EEO Statement: Augustana is an Equal Opportunity Employer. It is Augustana College’s policy to provide equal opportunity to all qualified employees and applicants without regard to race, color, religion, gender, age, national origin, disability and any other category protected by federal, state or local law.

Note: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities are subject to change at any time with or without notice.

Application Instructions:

Interested applicants should submit a cover letter, resume, and names of 3 references. Review of applications will begin immediately. Applicants must be legally authorized to work in the United States; this position is not eligible for visa sponsorship.

Tagged as: Employment