Basic Function and Responsibility:
Serves as the primary contact for the Workforce Development department, managing the entire process of external client rental space and resource reservations at the College. Provides administrative and support services for the Workforce Development and Workforce Solutions programs, and coordinates college space rentals.
Characteristic Duties and Responsibilities:
Space and Resource Coordinator:
- Coordinate space reservations for external clients; serve as the primary contact for guiding clients through the booking process from initial inquiry to final confirmation.
- Coordinate with internal departments (Facilities, IMS (media services), Food Services) to manage space rentals, including scheduling, catering, media services, and meeting client specifications.
- Prepare and manage contracts and agreements for space rentals, and maintain accurate records of reservations and client interactions.
- Monitor and track all space rental requests, ensuring timely fulfillment and resolving any issues.
- Monitor and manage all rental invoices and payment transactions to ensure accurate budget reconciliation.
Administrative Support:
- Answer the main workforce development/solutions phone line, respond to inquiries, direct visitors, and provide information as needed.
- Prepare correspondence, including letters of agreement, memorandums, and reports.
- Organize and maintain office files, confidential reports, and data records (e.g., attendance records, area rosters, evaluations).
Program Support:
- Assist with Continuing Education and Workforce Development courses by arranging AV equipment, completing program forms, and distributing class lists (e.g., course action form, invoicing, instructor payments, Survey Monkey, SoftDocs, Salesforce)
- Support Workforce Solutions programs by preparing materials such as name tags, information folders, and directional signs, and sending e-blasts via Constant Contact. Coordinate WIOA (Workforce Innovation and Opportunity Act) program communications and certifications, monitor WIOA websites, and submit corrections to the Chicago Cook Workforce Partnership. Act as a backup for the Transition Specialist, assisting WIOA-eligible students with career planning.
Perform other job-related duties as assigned.
Job Requirements:
Hiring Qualifications and Working Conditions:- Bachelor's degree required or an equivalent combination of education, training, and experience.
- Two years of general administrative and office support experience is required.
- Experience in event planning and coordination preferred.
- Advanced proficiency in MS PowerPoint, Word, Excel, Google Suite, and the Internet.
- Excellent grammatical, oral, proofreading, and writing skills, with the ability to express oneself clearly and effectively in writing as well as on the telephone, through e-mail, and in-person required.
- Strong organizational, communication, and follow-up skills, with attention to detail required.
- Ability to work independently and handle multiple priorities.
- Ability to learn and use scheduling software. Familiarity with Ad Astra or space scheduling software systems is preferred.
- Must have the ability to travel to and between multiple site and community locations.
- Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.
Physical Demands:
Mobility to move from building to building on campus and to visit off-campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.
Additional Information:
Supervision Received:
Administrative supervision is received from the AVP for Workforce Innovation and College Partnerships.
Functional Supervision Received:
Functional supervision is received from the Workforce Development Business Manager/Executive Assistant.
HOURS: Monday - Friday 8:15 am - 5:00 pm
SALARY: The hourly salary of this position is $25.79 which equates to $51,982 annualized based on Oakton's summer hours schedule
Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.
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