Administrative Assistant, Student Life (FT), CFRN13837SACT

College of DuPage

16d • $24 • Onsite

About The Position

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:
Provides advanced administrative support to the Director of Student Life and departmental staff. Acts as a resource and liaison within the department, assisting with office operations, student and personnel matters, and communication with internal and external stakeholders. Performs highly responsible and complex administrative work requiring a thorough knowledge of College policies, procedures, and operations. Works autonomously on daily activities, prioritizing multiple tasks, exercising independent judgment, and completing assignments with minimal supervision. Responsibilities include calendar and email management, meeting coordination, preparation of reports and presentations, budget tracking, travel arrangements, processing departmental purchases, and supervision/training of student workers. May require occasional on-site support and attendance at department events or off-campus activities.

Requirements

• Associates Degree required.
• Two to three years administrative assistant experience in project, event, or office management required.
• Ability to prioritize, focus attention, and problem solve. Strong attention to detail and organizational skills. Experience with maintaining a high degree of confidentiality preferred.
• Working knowledge of Microsoft Office Suite.
• Proficient in written and spoken English.
• Ability to work in an open, busy, and fast-paced environment.
• Interact with students, faculty, administrators, and community members.
• 40 hour work week with occasional overtime required.

Nice To Haves

• Bachelors Degree preferred.
• Bi-lingual preferred.

Responsibilities

• Assist the Director with confidential personnel and student matters, ensuring proper follow-up and documentation.
• Manage the Director’s calendar, schedule meetings, monitor email for priority items, and screen phone calls and visitors.
• Compose, edit, and proofread written reports, presentations, agendas, and other professional documents.
• Organize and maintain physical and electronic department files, records, and databases.
• Serve as a resource to department staff regarding office and College-wide policies and procedures.
• Provide backup support for the Student Life Front Desk as needed.
• Monitor Student Life budgets in collaboration with the Director and Managers.
• Process all office-related purchases, requisitions, and staff service requests in accordance with College financial procedures.
• Serve as an alternate approver for timesheets, payroll submissions, vacation, and leave reports for staff and student workers.
• Coordinate travel arrangements for Student Life staff and process travel expenses in compliance with College procedures.
• Assist in planning and coordinating department events, programs, workshops, and meetings, including preparation of materials, logistics, and attendee communication.
• Record and distribute minutes for staff meetings, committees, and special project meetings.
• Oversee ordering, inventory, and distribution of office supplies, marketing materials, business cards, name tags, and other department materials.
• Provide guidance and support to student workers and department staff regarding office procedures and operational expectations.
• Assist in onboarding and training new administrative staff within the department.
• Compile and manage data for departmental reports, statistical analyses, and other College-required documentation.
• Prepare charts, presentations, and reports for internal use within Student Life as requested by the Director.
• Complete work orders, maintenance requests, and equipment/furniture service or disposal orders for the office.
• Participate in department or College-wide committees as assigned.
• Perform other duties as assigned to support the mission and objectives of Student Life.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree