Administrative Assistant, Student Affairs Office

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.

We're looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.

We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.

As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college - it's a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives and embrace new ideas and are dedicated to fostering an inclusive and student‑centered culture.

Under general supervision, assist the Student Affairs Operations and Communications Manager in matters related to the operation of the Division of Student Affairs Office including recurring contact with the students, college personnel, and the community. Exercise discretion in the handling of confidential materials and records and use independent judgment in the application of established College policies and procedures.

• Prepare correspondence, memos, and reports covering a wide range of subjects from notes, transcription, handwritten or electronically submitted copy.
• Collect, compile, and prepare data and sensitive information for reports, contracts, publications, etc., requiring some information and knowledge of college operations and activities.
• Screen, receive telephone calls and mail, and assist visitors for the Student Affairs Office. Maintain a friendly supportive atmosphere and direct for appropriate response inquiries, problems, and complaints from faculty, staff, students, and the community.
• Support the Vice President for Student Affairs by scheduling meetings and maintaining calendars. Take meeting notes when required, and maintain and schedule the Vice President's Conference Room.
• Collaborate with Student Affairs and other college employees to plan divisional events by reserving spaces, ordering catering and meeting/event supplies, and processing payments.
• Organize and maintain office subject files, confidential reports and records, and enter all data to keep files current. Maintain inventory, monitor, and order office supplies as necessary.
• Prepare and process required forms and reports on a regular basis in accordance with college policies and practice.
• Serve as primary contact in absence of the Student Affairs Operations and Communications Manager.
• Perform other job‑related duties as assigned.

Administrative supervision is received from the Vice President for Student Affairs. Functional supervision is received from the Student Affairs Operations and Communications Manager.

None.

• An Associate's degree in a related field or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary.
• Five years of progressively responsible office and administrative support experience is necessary.
• Ability to utilize a keyboard to enter, retrieve and manipulate data is required.
• Advanced skills in Microsoft and Google Suite are required.
• Ability to communicate/interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on both‑Campus (Des Plaines and Skokie) and to visit off‑Campus entities. Work is…