Position Details
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Function:
To perform administrative and office management functions and support for the Deans that oversee Career and
Technical and Industrial Trades programs, and support dual credit activities of the College.
Organizational Relationship:
This position reports to the Dean of Career and Technical Education with oversight from the Dean of Industrial
Trades, who report to the Provost and Vice President of Instructional Services, who reports to the President of
the College.
Qualifications for the Position
Required:
- Associates degree or equivalent
- Three years related administrative or office management experience
- Proficiency in Microsoft Office Suite and office productivity tools
- Excellent office management skills
- Excellent technology skills
- Excellent organizational skills and ability to manage multiple priorities
- Strong written and verbal communication skills
- Ability to work independently
- Willingness and ability to work as part of a team
- Commitment to community college mission
- Commitment to supporting and participating in student activities and College events
Preferred:
- Prevision experience in an educational environment
- Experience with student information systems (e.g. Ellucian, Colleague, or similar)
Essential Functions
Scheduling & Office Management:
- Schedule, reschedule, and coordinate meetings
- Manage the office of the Dean of CTE in his/her absence, including rearranging appointments
- Ensure excellent oral and written communication in general correspondence as well as ensuring prompt responses to email, voicemail, and general messages
- Scan copies of documents and records electronically and email to departments if necessary
- File and maintain paperwork and records for CTE and Industrial Trades programs
- Assist with promoting and visiting classrooms for the Student Evaluation of Instruction (SEI) surveys
Faculty Contracts & Load:
- Prepare faculty load sheets and overload/low enrollment calculations and resulting full-time and adjunct instructor contracts with accompanying memos
- Run RFALs, complete miscellaneous contracts and memos
- Ensure faculty submission of office hours and enter hours into KC Now directory; update office hours as needed
- Track faculty observations and evaluations, particularly in support of adjuncts
- Assist students and faculty with necessary paperwork for independent study classes
Enrollment & Class Scheduling:
- Assist in monitoring enrollment and waitlists of individual classes and contacting faculty as directed to add or cancel classes
- Assist with scheduling of classes and enter into system, including Centralia Correctional Center; track changes and review for conflicts and accuracy
- Update course schedules and instructor assignments
- Monitor for class cancellations and post cancellations as necessary
- Track leave, class cancellation, and class make-up forms and complete tracking as necessary
Budget & Purchasing:
- Support program budgets, including tracking purchase orders and invoices
- Serve as point of contact with the Business Office for order reconciliation by submitting packing slips and assisting with reconciliation and end-of-year closeouts
- Assist with purchase requisitions and check requests and submit to the Business Office
- Assist with travel plan coordination and documentation tracking
Advisory Committees:
- Complete the annual report for Advisory Committee meetings
- Compile and produce information for advisory committee members
- Send out meeting reminders and information requests to advisory committee members
- Follow up with faculty on meeting minutes and agendas to ensure timely submission and accuracy
Program Review & Data:
- Assist with inputting data on forms for program review, including labor market data, enrollment, retention, and other relevant metrics
- Attend Curriculum Council to learn of changes for CTE & Industrial Trades program; understand the ICCB Program Manual and processes to assist faculty and deans on paperwork required for program submissions
- Review catalog changes and research any updates affecting CTE and Industrial Trades programs, including ensuring changes from Curriculum Council meetings are included
Dual Credit, Agreements & Partnerships:
- Track Dual Credit visits and maintain related documentation
- Issue contracts for dual credit site visits
- Coordinate and support dual credit operations by providing administrative, organizational, and clerical support
- Audit dual credit processes for accuracy and compliance with college and ICCB requirements
- Assist with scheduling and calendar coordination for dual credit related events, including 8th grade nights
- Assist with monitoring and management of dual credit email account
- Prepare information and letters of agreement for CAREER Agreements; track colleges and programs for which CAREER agreements are signed; prepare semester reports and share with Provost/VP of Instructional Services, Deans, and Institutional Effectiveness
- Supports partnership agreement activities by coordinating meetings, facilitating timely communication between internal staff and external partners, tracking and following up on action items, and compiling reports as requested (e.g., SIUC Agriculture partnership).
Other Functions:
- Identify and pursue opportunities to improve processes, support team goals, and complete projects beyond assigned tasks
- Perform other duties as assigned
Supervisory Responsibility:
None expected.
Supervisory Controls:
Employee is required to work independently and complete assigned duties with a minimum amount of
supervision. Consultation with supervisor, Dean of Industrial Trades, other academic deans, and the Provost as
necessary.
Guidelines:
Employee is expected to follow all College policies and procedures as well as all local, state, and federal laws.
Employees are also expected to adhere to and foster development of Kaskaskia College Core Values.
Organizational Relationships:
Employee will have daily contact with students, College employees, outside organizations, and community.
Employee may assist other departments in the absence of administrative assistants.
Physical Demands and Work Environment:
Duties will be performed in a typical office environment with many distractions and interruptions. Serves as a
primary point of contact for faculty, staff, students, industry partners, and the public on behalf of the Deans of CTE
and Industrial Trades. Physical demands are associated with general office administration. May require some
travel and occasional evening or weekend hours for events. Due to the nature of the position, it can be stressful at
times.
Kaskaskia College
Human Resources
RE: Administrative Assistant for CTE & Industrial Trades Deans 7/7/2026
27210 College Road
Centralia, IL 62801
618-545-3072
hr@kaskaskia.eduAs an AA/EEO employer Kaskaskia College is interested in receiving applications from individuals who would enhance the diversity of the College.
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BENEFIT SUMMARY SHEET FOR FULL-TIME NON-UNION SUPPORT STAFF
The following information is based on the current employee fringe benefits that Kaskaskia College offers. It is not intended to be a contractual agreement and in no way limits Kaskaskia College from altering such benefits in the future.
VACATION LEAVE 10 days per year for the first fiscal year. Thereafter, employees receive one additional vacation day for each year of completed service up to a maximum of 20 days per fiscal year. Leave is accrued at the rate of 1 day per month.
SICK LEAVE 12 days per fiscal year
Illinois Paid Leave for All 5 days per fiscal year
HOLIDAYS Minimum of 13 paid holidays per year
HEALTH INSURANCE is effective the first day of the month after hire date and includes comprehensive medical, vision and dental coverage.
Current Rates effective 9/1/25
$308.00 per month employee only coverage
$492.00 per month for employee +1 dependent
$524.00 per month employee +2 or more dependents
The provider is Blue Cross/Blue Shield of Illinois.
LIFE INSURANCE is provided by the College and is effective the first day of the month after hire date. The benefit amount is equal to annual salary. Additional voluntary insurance is available at employees expense.
FLEXIBLE SPENDING ACCOUNT and 403(b) PLANS are also available.
RETIREMENT PLAN
The State Universities Retirement System requires that 8% of an employees monthly gross pay is deducted for individual retirement purposes.
It is also required that .85% of an employees monthly gross pay be deducted to fund the College Insurance Plan for Community College Retirees.
TUITION WAIVERS are available for staff and family.
CHILD CARE DISCOUNT available.
EMPLOYEE COUNSELING
https://www.kaskaskia.edu/campus-life/services--resources/health-and-wellness/
For further information regarding benefits, please contact Human Resources at 618-545-3023.
