Assistant to the Vice President
College of Lake County
Grayslake, IL
Assistant to the Vice President Location Grayslake, IL : The Assistant to the Vice President for Business Services and Finance/Chief Financial Officer (CFO) will perform skilled administrative and high-level support services primarily to the CFO and the Business Services and Finance unit (BSF), and secondarily to the College Leadership Team (CLT) and Board of Trustees. Must be able to work in a fast-paced environment while taking the initiative to learn new systems and stay current in area of expertise. May be required to perform duties outside of normal responsibilities from time to time, as needed. This position performs especially difficult and responsible work for the office of Vice President of BSF, providing confidential clerical support including a wide range of office coordination details requiring the use of considerable judgment and discretion in completing these assignments. 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 four-day work week in the summer (Fridays off!), generous vacation, sick and personal time off and 14 paid holidays each year. CLC is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences. CLC achieved a milestone in 2025 with its designation as a Leader College. This national recognition awarded by the Achieving the Dream Network is the result of improved student outcomes through the CLC's relentless commitment to transformational change and the implementation of innovative practices within the student success model over the past few years. CLC aspires to be a place where every student succeeds, every employee thrives, so that every business achieves and every community grows. Our mission is to be innovative and value-driven in supporting student success through developing and encouraging employees of all backgrounds on their journey toward achieving personal and professional growth. Required Qualification(s)
- High School diploma or equivalent plus 10 years previous administrative assistant experience and/or other job-related experience. OR
- Associate's degree plus seven (7) years previous administrative assistant experience and/or other job-related experience OR
- Bachelor's degree plus five (5) previous administrative assistant experience and/or other job-related experience
- Proficiency in Word and Excel.
- Strong writing and proofreading skills.
- Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.
- A post-secondary degree with coursework in office systems, business, or related field
- Experience in Board Relations, and relevant experience in an executive-level support role.
- Word, Excel, PowerPoint, and Access software program experience
- Strong communication skills, organizational skills, and ability to exercise judgment
- Ability to function with minimal or no supervision
- Experience managing confidential information
- Bilingual in Spanish and English
- Provide administrative support to the CLT and Board of Trustees, as appropriate.
- Perform administrative duties and functions requiring confidentiality, initiative and sound decision-making, as well as, occasionally providing oversight for lower-level support staff.
- Calendar management: Coordinate and schedule appointments and meetings. Must be able to work efficiently and handle multiple projects.
- Produce presentations with PowerPoint and Excel as directed by the CFO.
- Assist CFO with all investment communication between Investment Advisors/ Money Managers/Custodians.
- Support the CFO with the components of the annual audit.
- Receive daily mail, sort and distribute properly; make copies of financial statements, handouts and other documents.
- Must keep CFO apprised of time sensitive matters/mailings/phone calls/fax/scans and mail letters and other documents.
- Organize and maintain files regularly for the CFO, in compliance with established procedures and standards to ensure completeness, confidentiality and easy retrieval.
- Plan, schedule and coordinate BSF meetings, retreats and other events with other departments.
- Prepare agendas, coordinate speakers, take and type notes.
- Assist with writing and revising various policies and procedures, plans and processes.
- Type correspondence as prepared by the Vice President, including the composition of routine correspondence to the point of signature. Includes compiling confidential and/or technical reports ranging from simple to complex in nature, furnishing information and researching background information.
- Coordinate the development of monthly board meeting agendas, assemble the reports and distribute for preliminary staff review; compile the final board agenda materials and prepare for submission to the President's Office for printing and distribution.
- Assist in the preparation and compilation of the college annual budget.
- Manage purchasing card and monthly statements.
- Order BSF Division supplies and inventory. Assist with college purchase and order process.
- Assist with travel arrangements for the CFO and Business office staff as needed and process expense reports.
- Act as the first point of contact for the CFO and the BSF unit. Assist CFO daily: receive and return phone calls and handle them as appropriate.
- Assist in the preparation and coordination of the Board of Trustees election.
- Provide clerical support for various councils and commissions, including typing correspondence, recording and typing meeting minutes, maintaining files as needed.
- Perform duties as a Notary Public.
- Assist in the preparation of various state and federal reports.
- Other duties as assigned.
Posted 2025-11-04
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