Administrative Assistant IV, Continuing Education (PT), CPRN20581CE
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 Administrative Assistant V position supporting 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.

• As needed, 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.
• 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.
• Assist Administrative Assistant V with the Dean's calendar by scheduling appointments, maintain distribution lists and monitor e-mail for priority items needing timely dissemination.
• Contact internal and external parties for conference and meeting scheduling both on and off campus.
• Assist Administrative Assistant V and Dean of Continuing Education in coordinating the department Annual Plan review and compile quarterly reports for submission to the Vice President of Academic Affairs.
• Support processing all required paperwork for purchases, dining services, travel expenses, etc. in accordance with the College of financial guidelines and directives.
• 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.
• Assist Administrative Assistant V with organizing and maintaining student complaints, CE SOP manuals, process maps, organizational charts, opportunity and grant pipelines and support annual budget process.
• Work cooperatively with support staff and assist with the operation of office routines for the Continuing Education Office.
• Coordinate and work special events.
• Serve as backup for registration during peak times.
• Other duties as assigned.

Qualifications:

• Education
  • High School diploma plus some college-level office technology courses, or equivalent experience required.
  • Associates Degree preferred.

• Experience
  • Minimum two years administrative assistant experience in project, event and office management working with internal and external customers required.
  • Self-motivated, goal-oriented, experience in problem solving and strong organizational skills required.
  • Proficient in written and spoken English required.
  • Experience with maintaining a high degree of confidentiality required.
  • Good working knowledge of Microsoft Office, including Word, Excel, Outlook, etc required.
  • Ability to research items on the Internet required.
  • Four to five years administrative assistant experience in the above categories preferred.

Working Conditions:

• Computer and printers, calculator, electronic typewriter, telephone, copy machine and fax machine.
• General office environment.
• Ability to work in an open environment.
• Average 12 hours per week with additional hours during peak times.
• Interact with administrators, senior management, faculty, students and community members.

Hiring Range:

Classified 9 Hourly/18.50 - 21.00

Competitive starting pay is dependent on education and experience. College of DuPage also offers regular part-time positions a variety of fringe benefits including retirement benefits, access to holiday pay, personal time and other discounts on classes.

College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees.

College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.

To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/2151?c=cod