Administrative Assistant - I Financial Aid

40 hours, flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

The Administrative Assistant I - Financial Aid plays a vital role in supporting various functions within the Financial Aid department. This position is a key contributor to engagement and outreach efforts and serves as the first point of contact for colleagues, students, and visitors. This individual is responsible for providing resources to students regarding Financial Aid information, monitoring the Financial Aid inbox and phone inquiries, recording and transcribing minutes for weekly meetings, updating campus signage and suite TV monitors within the Financial Aid office. They will also process purchase orders for associations, third-party vendors, and other as-needed supplies.

• Provide administrative support and reception/customer service to the assigned department Administrator and office staff, responding to a wide variety of inquiries from College employees, students, and community members
• Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
• Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
• Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
• Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
• Coordinate external divisional/departmental events as requested by Administrator of the assigned department
• Assist in data gathering, documentation, and preparation of various department procedures
• Compile information for governmental and institutional entities and assist in preparing reports
• Facilitate the Administrator's administrative processes
• Enter data and extract information from the College's ERP or other College software/systems, including but not limited to, generating reports and preparing Notification of Assignments (NOAs)/stipends
• Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and mainframe budget software. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
• Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
• Maintain an up-to-date central filing system
• Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
• Provide complete, accurate, and timely information to Administrator, faculty, staff, students, and the community regarding office and other College procedures
• Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed
• Develop and keep up-to-date procedure manuals for the various areas within the department
• Provide daily direction and training for staff and student employees
• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
• Maintain currency in college processes and technologies
• Perform related administrative support duties specific to the assigned department and assigned by the Administrator
• Assume additional duties as assigned by immediate supervisor

• High school diploma or equivalent, specialized training and/or coursework

• One to three years related experience

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to diversity and inclusion in its college community. To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at AskHR@mchenry.edu.