Sr. Administrative Assistant

Position Title:

Job Description:

POSITION SUMMARY
The Sr. Administrative Assistant, Human Resources, is a key partner within a collaborative and service-oriented HR team, providing coordinated support that enables the team to operate efficiently, responsively, and in alignment with institutional priorities. This role serves as a central point of connection across HR functions, supporting collective workflows while providing high-level administrative and operational support to the Chief Human Resources Officer and HR leadership. Maintains a high level of confidentiality.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide comprehensive administrative and operational support to the Chief Human Resources Officer, and HR leadership team, facilitating coordinated workflows, shared priorities, and timely follow up.
2. Maintain calendars and scheduling for the CHRO and HR leadership; coordinate HR team coverage to ensure continuity of service.
3. Coordinate preparation of HR agenda materials, reports and documentation for Board meetings.
4. Oversee processes related to the development, revision, documentation and maintenance of HR Board policies, institutional procedures, and operating practices.
5. Support daily HR operations in partnership with HR colleagues and serve as a professional resource to employees, reinforcing a consistent team-based service model.
6. Support HR projects, training, meetings, and events, including logistics, coordination and communications.
7. Assist with departmental budgeting and financial administration, including purchasing, expenditure tracking, and related documentation; maintain office supply inventory.
8. Prepare and manage confidential correspondence, records, and documentation related to employee and labor relations, investigations, compliance reporting, and collective bargaining or legal matters.
9. Serve as a liaison between Human Resources and internal departments, external agencies, and community partners, supporting effective communication and strong working relationships.
10. Process employee separations, IDES correspondence, exit interviews, and required reporting.
11. Manage required submissions and compliance activities including Statement of Economic Interest, Freedom of Information Act (FOIA) requests, Section 508 accessibility standards, and SURS related inquiries and events.
12. Research, compile and prepare routine and ad hoc reports, data, and documentation
13. Assists with special projects and serve on committees as needed.
14. Assist in the maintenance of HR website and portal.
15. Oversee the HR inbox to ensure messages are addressed and responded to in a timely manner.
16. Other duties as assigned.

MINIMUM QUALIFICATIONS
1. Associate's degree or equivalent college coursework.
2. Three (3) years of related experience in business or office operations, human resources, or administrative support of leadership-level positions.
3. Experience drafting or contributing to policies, documenting and improving procedures, and coordinating small projects or initiatives with multiple stakeholders.
4. Ability to handle highly sensitive and confidential information with discretion, sound judgement, and professionalism.
5. Excellent oral, written, and interpersonal communication skills, with strong attention to detail and the ability to independently proofread and edit professional documents.
6. Excellent initiative and service orientation, with the ability to effectively work with minimal supervision.
7. Ability to manage competing priorities, exercising judgement while meeting deadlines and adapting to changing needs.
8. Ability to establish, maintain, and improve filing systems, recordkeeping, record retention and office organization.
9. Proficiency with Microsoft Office applications including Word, Excel and PowerPoint.
10. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
11. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Bachelor's degree.
2. Work experience in higher education.
3. Three (3) years of Human Resources experience.
4. Knowledge of general human resource laws and procedures.
5. Human Resources Certification (PHR, SPHR, or similar).
6. Familiarity with Workday.
7. Familiarity with Illinois higher education compliance requirements (e.g.: Title IX, IDHR).
8. English and Spanish verbal and written communication proficiency.
9. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
* Duties are performed indoors in the usual office environment.

BENEFITS

Click on the link for information about JJC's Benefits: Non-Union Support Staff, Professional, Administrative

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours: