Department Administrative Assistant, Dual Credit Dual Enrollment (FT), CFRN19090AA

College of DuPage

8d•$20•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 administrative and organizational support to the Dual Credit and Dual Enrollment Programs, including the manager and assist program staff. Assists with program coordination, data management, communication, scheduling, and office operations to ensure the smooth functioning of the department.

Requirements

High School diploma or equivalent required with additional courses in Office Technology preferred.
Associates degree in Office Management, Business, Office Technology or a combination of education and experience.
Two years general office experience in a high volume office setting, working with internal and external customers.
Attention to detail.
Ability to work autonomously with limited supervision.
Must be self-motivated, show initiative, and have strong organizational skills.
Ability to multi-task with frequent interruptions.
Excellent communication skills.
Proficient in written and spoken English.
Strong problem-solving and the ability to know when to escalate an issue.
Demonstrates diplomacy and ability to maintain confidentiality.
Good working knowledge of Microsoft Office Suite.

Nice To Haves

Prior experience working in an academic office setting.
Familiarity with Dual Credit.

Responsibilities

Provides administrative and organizational support to the Dual Credit and Dual Enrollment Programs, including the manager and assist program staff.
Assists with program coordination, data management, communication, scheduling, and office operations to ensure the smooth functioning of the department.
Provides day to day general administrative support to the manager including scheduling meetings, maintaining Outlook calendar, preparing documents and reports, and arranging travel.
Responsible for maintaining new course requests and tracking progress in incoming and completed documents.
Prepares agendas, takes detailed minutes at program/committee meetings, and tracks follow-up items to ensure timely completion.
Provides general office administrative support for program. This may include ordering supplies, reserving meeting rooms, and ensuring necessary equipment is available.
Assists with processing new dual credit faculty paperwork and faculty assignments. May assist with scheduling courses. This includes processing all forms to the Centralized Scheduling Office.
Provides logistical support (room scheduling, invitations, confirmations) for program meetings and events as directed, in coordination with specialist.
Maintains dual credit and dual enrollment contact lists, instructor lists, statistical course offering data, and other related items.
Maintains and track agreements and MOUs with partners, distributing when completed or requested.
Maintains and track professional development activities for the office and for reporting to Illinois State Board of Education.
Assists with the production of reports in Colleague, Business Objects, DualEnroll, and other College reporting systems.
Assists with the investigation, organization, interpretation and preparation as appropriate responses (verbal and in writing) for inquiries/matters received regarding Dual Credit and Dual Enrollment. Maintains detailed records.
Compiles materials for special projects and maintains program records.
Monitors program timelines and deadlines, assists the manager in prioritizing tasks, and ensures program calendars and schedules are up to date.
Provides administrative support during peak registration period, in coordination with the registration specialist.
Assists in responding to Dual Credit questions and concerns in person, by telephone or by email, making proper referrals, if required. Provides information or escalates issue as appropriate. Ensures timely communication and coordination between internal staff, faculty, high school partners, and College departments.
Assists with departmental events and participates in program and committee meetings.
Interfaces with other administrative support staff to ensure consistent practices.
Assists with the logistics related to dual enrollment cohort sponsorships and billing.
May act as front desk reception in shared office suite.
Assists in creating new administrative procedures and/or streamlining current procedures.
Assists in the monitoring and tracking of grant activities and reporting requirements, including the Perkins Grant.
Works with external vendors with requesting and tracking contractual agreements and payments through the College’s systems.
Assists with ensuring that Dual Credit agreements, course syllabi and high school instructor credential files comply with ICCB criteria.
Assists with monitoring budgets, verifying account numbers, and tracking expenses. Processes and tracks college-funded Dual Credit/Dual Enrollment requisitions through the College’s purchasing software.
Submits supply orders and maintain inventories of supplies and materials for Dual Credit.
Other duties as assigned.

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.

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