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Assistant to the President, Board and Facilities

Supervised by: Director of Facilities
Department: President/Board of Trustees/Facilities	Grade: H
Category: Full-time Professional Technical	Status: Non-Exempt

Function of the Job

The Assistant to the President, Board of Trustees, and Director of Facilities provides a high level of support and acts as a liaison between the President鈥檚 Office, College鈥檚 Board of Trustees, students, faculty, and staff, and the public, including State agencies and elected officials as well as administrative, technical, and office duties for the Facilities department. They use enhanced communication, teamwork, and operations of the College and are frequently involved in handling matters of a highly confidential nature. They use considerable discretion and independent judgment in facilitating the operations of the President鈥檚 Office and in performance of responsibilities for the Facilities department.

Duties and Responsibilities

• Serves as confidential assistant to the President and Board of Trustees.
• Monitors and coordinates Sauk鈥檚 community liaisons.
• Serves as the assistant to the Board of Trustees and provides support including, but not limited to, preparing the Board meeting agenda and packet, placing the Board materials on the College website, ensuring timely delivery of monthly Board packets to Board members, and assisting Board members with responsibilities involved with State organizations.
• Serves as the recording secretary for the Board of Trustees: takes minutes of all Board meetings, facilitates the audio recording of closed session meetings, and maintains records in accordance with State statutes.
• Performs other duties as assigned, including but not limited to, posting all legal notices for the Board of Trustees, acting as the College liaison between the Board and the public, and keeping the Board Policy Manual updated on the College website.
• Serves as the Local Election Official for the Board of Trustee elections, and ensures compliance with State election laws.
• Serves as the Open Meetings Act Officer for the College.
• Serves as an active member of the President鈥檚 Cabinet; serves on various committees; and participates in external and internal community service.
• Organizes and manages the activities of the President鈥檚 Office, including coordinating meetings and processing of financial records, travel, and communication between college employees, students, the Foundation, and the Board of Trustees.
• Interacts with internal and external executives, community leaders, and legislative officials.
• Assumes leadership on projects assigned by the President, including, but not limited to, the Multi-Chamber Business After Hours, the annual College holiday party, commencement, and assists with planning Fall and Spring kick-offs.
• Represents the President鈥檚 Office positively by disseminating information and resolving problems in a diplomatically and professionally.
• Records the President鈥檚 Cabinet weekly meetings, and assists and President in agenda preparation.
• Interviews, hires, trains, supervises, and evaluates work-study students as needed.
• Perform responsible office and administrative duties for the supervisor, including but not limited to, preparing correspondence and forms, scheduling calendar and meetings, making appointments, answering the telephone, providing general information and assistance, and monitoring the budget.
• Maintain files and records necessary for the compilation of reports for specific purposes or personnel.
• Maintain College van fleet, including keeping track of reservations and expenses, scheduling repairs, and preparing necessary reports.
• Maintain proper mailing permits, mailing funds, budgeting of the mailing machine/handling of funds. Assist with bulk mailings when needed.
• Order supplies and follow up on their arrival.
• Coordinate special events, conferences, and equipment between appropriate College departments and outside parties who are using College facilities.
• Prepare and track contracts and invoices for external bookings.
• Book room reservations for meetings and special classes. Enter in Banner all activities held at the College outside of regularly scheduled classes.
• Create and maintain the night administrator calendar.
• Assumes all other reasonable and professional duties and responsibilities as assigned by the President, Board of Trustees, and the Director of Facilities.

Essential Functions

• Must understand and support the mission of the community college.
• Must be able to handle discreet and sensitive issues and maintain confidentiality.
• Must have strong skills in customer service and possess excellent verbal and written communication skills, including social media.
• Must have the ability to work under pressure and organize multiple assignments exercising independent judgment.
• Must be able to establish and maintain effective relationships with co-workers and other individuals.
• Must be highly organized and able to coordinate events.
• Must be able to interpret rules, regulations, policies, and procedures.
• Must have the ability to connect with people within and outside of the College.

Personal Interaction

Frequent contact is made with all levels of College personnel, students, Board of Trustees, ICCB, ICCTA, State legislators, outside organizations and the general public.

Supervision Exercised

Administrative and functional supervision is exercised over designated College work-study students.

Requirements

Bachelor鈥檚 degree is required or equivalent education and experience. Strong communication and interpersonal skills that include understanding general marketing and social media, professionalism, confidentiality, and positive attitude are required.

Revised: 6/28/2021, 6/22/2026