Department Administrative Assistant, President's Office (PT), CPRN60034PRES

College of DuPage•Glen Ellyn, IL

23h•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. Under the direction of the Special Assistant to the President, the Department Administrative Assistant provides administrative, scheduling, event, travel, financial, and operational support for the Office of the President. The position assists with the coordination of activities involving the President and President's Office and regularly interacts with College employees, community members, and external partners. The position requires a high degree of professionalism, discretion, organization, responsiveness, and attention to detail.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years of experience in administrative or office support required.
Thorough knowledge of Microsoft Office including Word, Excel, Visio, Outlook, and Access required.
Attention to detail and accuracy a must.
Position involves a great amount of confidentiality, and must be able to work autonomously and responsibly required.
Demonstrated ability to manage multiple priorities simultaneously required.
Proficiency in written and spoken English required.
Demonstrated excellent administrative support and organizational skills and attention to detail required.
Must demonstrate initiative and assume responsibility for special projects required.
Candidates must be legally authorized to work in the United States without restriction.

Nice To Haves

Associates Degree and/or Bachelor's degree preferred.

Responsibilities

Provide scheduling and calendar support for the President’s Office, including coordinating and rescheduling appointments, meetings, and events; communicating scheduling details; and assisting with the resolution of scheduling conflicts under the direction of the Special Assistant.
Coordinate administrative and logistical arrangements for meetings and special events involving the President and the President’s Office, including meeting rooms, technology, catering, materials, guest arrangements, and other related needs.
Assist with the planning and coordination of College events and activities involving the President, both on and off campus, and coordinate with College departments and external organizations as needed.
Coordinate travel arrangements and itineraries for the President and other members of the President’s Office, as assigned, including transportation, lodging, registrations, and related logistical arrangements.
Prepare and process financial and administrative transactions for the President’s Office, including invoices, purchase orders, travel expenses, reimbursements, and other related documentation; assist with tracking expenditures and budget information.
Prepare, edit, proofread, format and distribute correspondence, agendas, presentations, reports, invitations, and other documents.
Provide front-line administrative support for the President’s Office, responding to inquiries and assisting internal and external individuals in a professional, timely, and responsive manner; route matters to appropriate staff or departments as necessary.
Coordinate administrative communications and follow-up related to meetings, events, invitations, travel, and other activities involving the President and President’s Office.
Maintain organized and accurate electronic and paper records, including correspondence, scheduling information, event and travel documentation, financial records, contact information, and other administrative materials in accordance with College practices.
Handle confidential and sensitive information with discretion and professionalism, including records, communications, scheduling matters, and interactions involving the President and President’s Office.
Assist with special projects and administrative initiatives for the President’s Office under the direction of the Special Assistant, including gathering information, preparing materials, tracking activities, and coordinating with departments across the College.
Establish and maintain effective working relationships with College administrators, employees, community partners, vendors, and other external contacts.
Other related duties as assigned.