College Transitions Assistant

About Oakton College

Educate. Empower. Transform. At Oakton College, we know education changes lives - and that starts with the people who make it happen. For more than 50 years, we've built a welcoming and inclusive community where students from all backgrounds and experiences thrive.

This role provides direct support to the Administrator and department managers as directed, facilitating coordination of intradepartmental operations, interdepartmental collaborations, and external partner connections.

• Assist the Administrator and department staff in composing and disseminating accurate information to various audiences via multiple modalities (i.e., creating/reviewing/updating departmental standard operating procedures, webpages, informational repositories/databases, annual internal and external reports or memoranda, partnership agreements, promotional materials, handbooks/catalogs, instructional guides, and other department-related resources).
• Create and/or employ orderly departmental processes and practices for managing digital and physical files and databases.
• Order and store departmental office supplies and other materials.
• Receive and respond to incoming department-related inquiries and emergent issues by resolving matters in a timely fashion and/or referring matters to other appropriate personnel, departments, or divisions.
• Manage logistical details for events, including, but not limited to, collaborating with relevant personnel, securing meeting locations, catering, and other necessary supplies as applicable.
• Accurately managing budget expenditures, including tracking account balances per budget code, documenting departmental professional development opportunities and expenses, completing pre- and post-travel forms, and invoicing (accounts payable and receivable) according to established guidelines.
• Manage Administrator's calendar, including, but not limited to: scheduling ad-hoc or routine meetings with applicable internal and external stakeholders, arranging or noting travel itineraries and other logistics, accepting or confirming appropriate appointment requests on behalf of the Administrator, and ensuring the schedule is free of conflicting events. May also support scheduling partnership-related meetings for functional supervisors as directed.
• Manage all Administrator requests for technological support and office equipment, adhering to established policies and procedures.
• Attend meetings and events to provide support to the Administrator or department managers in gathering or disseminating department-related information and tracking subsequent action items as directed.
• Perform other job‑related duties as assigned, including but not limited to ancillary support to department specialists and coordinators, and the division at large.

Administrative supervision is received from the Assistant Vice President for Student Affairs and College Transitions. Functional supervision received from the Senior Manager of Early College and the Transfer Partnerships Manager.

• An associate degree (in Office Administration or related discipline) is required. A bachelor's degree in a related discipline is preferred.
• A minimum of three years of office experience, including a wide range of high‑level administrative and general office support services.
• Intermediate proficiency in using Microsoft Office applications and the Google Suite platform is required. Strong proficiency is preferred.
• Ability to work independently and interdependently, accompanied by a keen attention to detail and anticipation of Administrator or departmental needs.
• Highly developed verbal communication, organization, time management, and task management skills, demonstrating the ability to prioritize work appropriately.
• Ability to correctly assess problems and identify and implement effective, efficient solutions.
• Basic knowledge of high school and higher education environments.
• Ability to communicate/interact professionally, respectfully, and tactfully with people of different…