Administrative Assistant V

1 week ago

Glen Ellyn, United States College of DuPage Full time

**Administrative Assistant V (FT), CFRN20585CE**

**Administrative Assistant V (FT), CFRN20585CE**
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

**Primary Duties and Responsibilities**:
To provide administrative support to the Dean of Continuing Education and Continuing Education Leadership Team. Act as a liaison with division administration and all units within the division related to department procedures, college-wide procedures and policies, including collaboration with Academic Affairs, Admissions, Student Affairs, Finance, IT, Marketing, HR, and the President's Office. Involves a great amount of confidentiality and works autonomously requiring little supervision.
- Assist the Dean and Leadership Team with handling confidential student, faculty and staff issues.
- Assist the Dean and Leadership Team by preparing for regular staff meetings, recording meeting activities and distributing meeting minutes.
- Compose correspondence, create agendas and written reports; write, edit and proofread documents.
- Assist in the scheduling of college-wide committees, CE Leadership Team meetings, CE Advisory Boards, etc., coordinate membership, handle correspondence and maintain appropriate records.
- Troubleshoot in all areas of the CE Division.
- Assist in creating new procedures and/or streamlining current procedures to manage the CE Division Office.
- Assist with organizing, copying and distribution of institutional committee materials as needed; organize and maintain files; receive and initiate telephone contacts; perform receptionist duties and perform registration duties if necessary.
- Contact internal and external parties for conference and meeting scheduling both on and off campus.
- Monitor and support purchases, travel reimbursement, Board packet submission, capital budget requests, CE employee searchers, evaluation and compliance tracking, etc.
- Create and manage electronic Zoomerang surveys for administrative evaluations and other types of surveys for the division.
- Assist the Dean in developing the department Annual Plan and monitor progress to prepare quarterly reports for submission to the Vice President of Academic Affairs.
- Process all required paperwork for purchases, dining services, travel expenses, etc. in accordance with the College financial guidelines and directives.
- Process payroll for student employees, temps and classified employees in the division.
- Oversee the preparation and distribution of packets for search committees, and work with appropriate hiring managers in the auditing, posting and search processes.
- Ensure that appropriate paperwork is provided to Human Resources.
- Research, compile data and analyze information in the development of statistical and special reports, grants, major projects and state reports.
- Conduct research (regularly or upon request) online to assemble environmental scan data, documents and manual updates.
- Determine pertinent materials for the Dean, Associate Dean and CE Manager's use and print copies for reference in files.
- Maintain electronic files of these report documents.
- Organize and maintain student complaints, CE SOP manuals, process maps, organizational charts, opportunity and grant pipelines and support annual budget process.
- Support Enrollment Specialist with second level program advising and assume project management role for grants, special projects and program development and research as assigned.
- Prepare reports, presentations and manage data using Microsoft Word, PowerPoint, Access and Excel software, ASTRA room scheduling, Intranet, E-Board, electronic surveys and the Internet.

**Qualifications**:

- Education
- Two years college or equivalent experience in a business setting required.
- Bachelor's Degree preferred.
- Experience
- Three years experience in an office environment, working with internal and external customers required.
- Ability to work autonomously with limited supervision required.
- Ability to multi-task with frequent interruptions required.
- Five (5) years experience in a business development agency or small business management capacity and excellent organizational skills preferred.

**Working Conditions**:

- Computer and printers, calcula

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