Senior Administrative Assistant

Why choose the College of Lake County for your next opportunity?

The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off and 14 paid holidays each year. Some benefits will not be available for part-time or part-time under 20 hours employees (ex: health insurance).

Position Title:

Senior Administrative Assistant

Department:

Workforce Initiatives Operations Department

Position Type:

Staff

Job Family:

Classified

Job Summary:

The College of Lake County is seeking a Senior Administrative Assistant* to join the team at our Lakeshore Campus in Waukegan, IL. This role is pivotal in ensuring program activities for the Climate Equitable Jobs Act (CEJA) grant. The Senior Administrative Assistant will lead the monitoring and coordination of grant activities, focusing on meticulous tracking of activities. This position involves high-level collaboration with the Executive Director of Workforce Initiatives, the Grant Manager, and grant partners. Responsibilities include managing program activities in liaison with the CLC grant accountant monitoring the grant budget in liaison with the CLC grant accountant, work with internal and external partners to put together purchasing plans for programs, inputting requisitions, approving purchases/expenditures, and coordinating with partner organizations to ensure adherence to budget and contractual agreements. The Senior Administrative Assistant will also support additional grant-related activities for programs and other staff working on the grant.

Posting Date:

05/07/2025

Expected Start Date:

07/21/2025

Compensation Grade:

B23

Full-Time/Part-Time:

Full time

Location:

Lakeshore Campus

Total Hours Per Week:

40

Job Description:

Department Operations and Processes: 50%

• Collaborate with faculty and staff to input purchase orders and requisitions into the College budgeting system, ensuring accuracy and adherence to financial protocols.
• Regularly review and track all CEJA program activities to ensure alignment with the approved budget and grant requirements.
• Evaluate program activities related to the CEJA grant, ensuring alignment with College and State financial guidelines and policies.
• Work with College grant accounting department for monthly reconciliations of the grant budget, identifying and resolving discrepancies to maintain financial integrity.
• Work closely with partner organizations to ensure their program activities align with the CEJA budget and contractual agreements.
• Oversee the distribution of benefits to clients, ensuring compliance with grant guidelines and efficient delivery of services.
• Coordinate and collaborate with the College Grant Accountant ensuring compliance with College and State financial guidelines and policies.

Data Entry and Reporting: 35%

• Enter financial and client data into college, partner, and State databases.
• Establish and manage processes for accurate and timely data collection, maintaining the integrity and confidentiality of information.
• Guarantee that all grant program data is accurately recorded and reported to relevant stakeholders.
• Assist staff on regular analysis of program data to assess grant progress and attainment of financial goals.
• Assist the Executive Director in responding to program reports and high-level information requests.
• Assist the Grant Manager to compile a detailed quarterly reports to CLC management and external partners.

Student/Customer Service: 5%

• Coordinate with partners and staff to support clients throughout their participation in CEJA programs, ensuring their needs are met and grant goals are achieved.
• Support the grant by responding to college reports and high-level information requests.

Other: 5%

• Participate on strategic and/or functional cross-departmental teams, committees and councils at the request of the division or unit leaders.
• Perform other related functions and projects as determined by the needs of the Executive Director of Workforce Initiatives.
• Perform any and all other duties assigned that support the mission, vision, values and strategic initiatives of