Program Assistant Two Jobs in Chicago, IL (NOW HIRING)

ECC's Marketing & Communications team is looking for an organized, dependable Administrative Assistant II to keep daily operations on track. From coordinating vendors to supporting campus initiatives, your work will help shape how ECC connects with its community. Apply today!
About ECC:
Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person-students, staff members, faculty members, and campus visitors-feels valued. The work of each ECC employee is central to the college's mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.
Work Schedule:
Monday - Friday 8AM - 5PM
Rate of Pay:
This is a Full-Time Support Staff position at grade 10, with an annual salary range of $35,912 to $43,479. The salary offer will be based on education and experience, in alignment with the College's compensation philosophy and the current Collective Bargaining Agreement (CBA), if applicable.
Benefits:

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retirement Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Sick Banks

FLSA Status:
Non-Exempt
Grant Funded:
No
Job Summary:
This full-time, non-exempt position reports directly to the Executive Assistant and serves as both a support and backup role within the Marketing and Communications division. The Administrative Assistant II provides essential administrative support, primarily focusing on business and finance-related tasks, such as creating requisitions and contracts, preparing invoices and billing, and collaborating with external vendors to order branded promotional items. Additionally, this role manages the fulfillment of promotional item requests and the distribution of marketing materials.
Required Knowledge, Skills & Abilities:
• High school diploma required; associate degree in business administration, marketing, communications, or related field preferred, or comparable work experience.
• Strong knowledge of office practices and administrative procedures. Ability to maintain organized systems and manage multiple tasks efficiently.
• Experience with CRM systems, SAAS management tools, and Microsoft Office Suite. Knowledge of processing invoices and requisitions is a plus.
• Excellent interpersonal and communication skills, with the ability to professionally interact with staff, stakeholders, and the public.
• At least 2 years in an administrative, customer service, or office support role, with a preference for experience in marketing or communications.
• Ability to handle unexpected issues with a proactive, solution-oriented approach.
Desired Knowledge, Skills & Abilities:
N/a
Essential Duties:
1. General Administrative Support
Provides administrative support to the division, including creating requisitions, initiating contracts, submitting orders for office supplies and other divisional needs, putting in work orders, and collaborating with external vendors to order branded promotional items.
Supports billing preparation and dissemination for graphic design, promotional items, and translation requests.
Assists the Executive Assistant with monthly p-card reconciliation, including receipt collection and proper billing codes.
Requests quotes from vendors, maintains the vendor list, and serves as a liaison for billing inquiries and support requests.
Manages promotional items requests through a form system and coordinates delivery.
Manages the distribution of marketing materials.
Utilizes job tracking software and digital tools to monitor projects, generate reports, and assist administrators as needed.
2. Event Assistance
Offer on-site assistance during events, including attendee registration, resolving technical issues, and ensuring activities run smoothly.
Prepare and arrange event materials, such as invitations, promotional items, signage, and programs.
Assist the Executive Assistant with coordinating pre-event logistics, including venue bookings, catering, and technology needs.
3. Marketing Materials Distribution
Assists with marketing material dissemination to clients, events, campus literature racks, and other key locations.
Manages the archiving of externally printed materials.
Assists with managing the inventory of promotional items including maintaining the inventory, updating the spreadsheet and responding to and answering item requests.
Other Duties:
Other related duties as assigned.
Physical Demands:
Sedentary (up to 10 lbs occasionally, sitting most of the time)
Visual Acuity:
Close visual acuity (e.g. computer, assembly)
Work Environment:
Moderate noise
Environmental Conditions:
Typical office or administrative
Current SSECCA Union Member Information:
The initial posting date for this position is 07/23/2026. Elgin Community College Support Staff Association (SSECCA) members that apply by 08/03/2026 and meet the posted minimum qualifications will receive full consideration.
Equal Employment Opportunity Statement:
Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.
In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College's EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.