Note: The job is a remote job and is open to candidates in USA. Illinois Green Economy Network (IGEN) supports green economy initiatives and collaborates with member colleges. The Administrative Assistant provides administrative support to the Executive Director and staff through meeting coordination, communications, grant administration, travel and calendar management, reporting, and information management. The role is primarily remote with occasional in-person support for meetings and events across Illinois.
Responsibilities
- Schedule and coordinate virtual (Zoom/Teams) and in-person meetings
- Develop meeting agendas in collaboration with the IGEN team
- Take and maintain accurate meeting minutes; ensure team members are notified of action items
- Track meeting attendance and participation of member colleges
- Monitor general IGEN voicemail and administrative email inbox
- Collaborate with the webmaster to ensure website currency
- Develop and manage content for IGEN's social media platforms
- Maintain accurate and up-to-date college contact lists
- Support IGEN staff with duties related to grant administration
- Track document submissions from member colleges
- Gather necessary information (documents/photos) for the Executive Director to create quarterly reports
- Assist with the development of college "scorecards" related to grant receipts
- Create initial drafts of subaward agreements for college and partner review
- Coordinate travel arrangements for the Executive Director
- Assist the Executive Director with the submission of expense reports
- Manage the Executive Director's travel and meeting calendar
- Perform research and create reports as directed by the Executive Director
- Assist with the creation and maintenance of the organizational policy and procedures manual
- Manage cloud-based file storage (Dropbox, Teams, etc.) and archive information effectively
- Plan and coordinate logistical aspects of IGEN conferences and other events
- Attend all mandatory IGEN virtual and in-person meetings
- Perform related duties as assigned
Skills
- 1. Associates degree
- 2. Two years of related experience with knowledge of modern office practices and procedures
- 3. Proficient with MS Word, Excel, PowerPoint, Outlook, and MS Teams or Canva
- 4. Ability to work with minimal supervision and handle multiple tasks and responsibilities simultaneously to meet deadlines
- 5. Ability to work remotely, with reliable internet access
- 6. Dedicated availability during regular work hours
- 7. Ability to establish and maintain cooperative and effective working relationships with others, displaying cultural competence as well as emotional intelligence
- 8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality
- 1. Normal office physical demands
- 2. Ability to travel to meeting locations at various parts of the state
- Work is primarily conducted remotely; however, occasional in-person support will be required for meetings and events at various locations around the state of Illinois
- 1. Experience with cloud-based file storage systems (Dropbox, MS Teams, etc.)
- 2. Demonstrated ability to use Adobe Acrobat for form creation
- 3. Prior experience in a Community College or University environment is preferred
- 4. English and Spanish verbal and written communication proficiency
- 5. Demonstrated multicultural competence
Benefits
- Work is primarily conducted remotely; however, occasional in-person support will be required for meetings and events at various locations around the state of Illinois.
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