College of DuPage Hiring for Administrative Assistant V (FT), CFRNCAS at Glen Ellyn Full Time

Administrative Assistant V (FT), CFRN13415CAS

Administrative Assistant V (FT), CFRN13415CAS
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:
Provide administrative support to the Associate Dean of Counseling and Advising; responsible for performing confidential administrative and clerical duties, which demands precision, technical complexity and judgment under stringent deadlines. Requires excellent ability to be proficient, organized, be able to proofread, edit, work independently, and have exceptional attention to detail. Position involves a great amount of confidentiality and must be able to work independently, and as a team.

Perform administrative duties and assist the Associate Dean of Counseling and Advising regarding daily tasks and other duties or projects on a daily basis.

Responsible for administrative support, including appointment scheduling, room scheduling, completion of personal forms and paperwork, and completion of requisitions and other budgetary paperwork.

Assist the Associate Dean of Counseling and Advising with data entry and maintenance of all Counseling and Advising office staff; including regional centers.

Assist Associate Dean of Counseling and Advising by generating reports and summarizing data from various computer systems.

Process check requisitions, travel reimbursements and invoices for approval.

Follow-up on outstanding items as needed and monitor these expenditures for the department budget.

Assist students, community members and staff with questions and concerns both in person and over the telephone, including referrals within Student Affairs and the College as a whole.

Type office correspondence, memorandums and reports.

Frequent use of word processing required.

Under the direction of the Associate Dean coordinate full- and part-time counseling faculty (40) assignment process.

Responsible for the bi-weekly payroll of all adjunct counseling and advising faculty.

Regular communication with students, faculty and staff on all aspects within the Counseling and Advising Center.

Assist the Associate Dean with handling confidential student, faculty and staff issues.

Maintain the Associate Dean’s calendar by scheduling appointments, maintain distribution lists and monitoring emails.

Coordinate and monitor the Counseling and Advising budget.

Research and contact vendors for various department needs; responsible for the purchasing process, from acquiring quotes to submitting to Mercury Commerce for purchase order.

Research, compile data and analyze information in the development of statistical and special reports as requested by the Associate Dean.

Assist Counselors and office staff with office technology, including Word, Excel, video conferencing, and shared documents.

Recruit and organize faculty for summer advising assistance.

Process paperwork and communication for student Academic Suspension Appeals, acting as a liaison between the committee and the student.

Plan and book travel arrangements for Associate Dean and counselors.

Work with Associate Dean and the Office Manager in planning the next fiscal year’s budget for the Counseling and Advising department.

Facilitate resolution of student complaints by gathering necessary information from various departments within the college.

Manage daily communications between the Associate Dean and counseling staff regarding day to day operations for the department.

Qualifications:

• Education
  • Some college required.
  • AA or BA; plus administrative assistant experience preferred.

• Experience
  • Three (3) years of administrative assistant experience in a high volume/fast paced environment required.
  • Proficiency in written and spoken English is essential; including a keen listening ability required.
  • Self-motivated, goal-oriented, experience in problem-solving with strong organizational land communication skills required.
  • Good working knowledge of MS Office software.
  • Ability to research items on the internet required.
  • Four (4) years administrative assistant experience preferred.
  • Excellent organization skills and the ability to work independently preferred.

Working Conditions:

Personal computer, typewriter, calculator, copier, fax, multi-line telephone and MSOffice.

Microsoft Office Suite software, copier, fax, scan, and email.

Communication skills by telephone and face to face are critical.

This position requires a background check.

Hybrid Remote Eligible: Yes

Hiring Range:
Classified 10 Hourly/20.00 – 22.00

Competitive starting pay is dependent on education and experience. College of DuPage also offers a generous benefits plan which includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment.

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/1654?c=cod

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