Administrative Assistant, Business and Applied Technology (FT), CFRN10540BTEC

Job Description

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:

The Administrative Assistant provides high-level administrative and operational support to the Business and Applied Technology Division and Dean. This position requires a high degree of professionalism, confidentiality, and independent judgment in managing sensitive student and staff issues, and coordinating strategic meetings and communications. The Administrative Assistant serves as a liaison to internal and external stakeholders, ensuring seamless collaboration across the institution while handling critical projects and reporting.

• Assist the Dean and Associate Dean Leadership team in handling highly sensitive and confidential student and staff issues with discretion and professionalism.
• Assist the Dean in preparing high-level reports on enrollment trends, initiatives, and outcomes.
• Monitor correspondence for potential issues and flag concerns for the Dean/Associate Dean.
• Prepare for board meetings, including compiling reports, presentations, and relevant documentation.
• Maintain and oversee division records (digital and paper) and record retention.
• Schedule and coordinate BTEC Team, Chair and other divisional meetings.
• Serve as a liaison between the Dean and key college departments, including Academic Affairs, Student Services, Administrative Affairs, IT, Marketing, HR, and the President's Office.
• Develop, document, implement, and refine office procedures and streamline workflows to enhance efficiency and ensure practices align with institution standards.
• Assist with onboarding new employees.
• Oversee vendor relations, serving as the direct contact for external partners and service providers.
• Maintain the Dean's calendar, streamline appointments, and manage scheduling priorities.
• Organize and oversee the preparation and distribution of materials for search committees and hiring processes.
• Determine and curate pertinent materials for the Dean's use in meetings and strategic initiatives.
• Manage paperwork and communications with HR, ensuring timely and accurate submission of documents.
• Assist with special projects, for cabinet and president at their request, including scheduling meetings, providing meeting reports.
• Oversee all aspects of inventory control such as ordering supplies, stationary and envelopes, business cards, name tags and marketing materials.
• Coordinate travel arrangements for the Dean and complete appropriate travel expenses through Concur in accordance with the College financial guidelines and directives.
• Submit and track facilities, maintenance, and service work orders for the office and TEC building, including telephone requests, equipment service orders, furniture and equipment disposal, and other operational service requests.
• Other duties as assigned.

Qualifications:

Education

• Associate's degree or equivalent combination of education and related experience required.
• Bachelor's degree preferred.

Experience

• Minimum two (2) to three (3) years of experience, including executive level administrative assistance with a proven track record in handling sensitive and confidential information and project work required.
• Proficiency in a variety of computer software tools such as Microsoft Windows, Excel, Outlook, and the Internet required.
• Excellent verbal and written communications required.
• Four (4) or more years of secretarial experience with above skills in high education or similar type of office and experience with office computer software such as Excel, Access, PowerPoint, Word, Publisher and email preferred.
• Must be able to work autonomously, assume initiate and responsibility and maintain comprehensive and accurate data required.
• Ability to multitask with frequent interruptions required.
• Proficient in written and spoken English.
• Bi-lingual preferred.

Working Conditions:

Computer, typewriter, multi-lined phone, fax, and copiers. Large amount of work on PC. Heavy phone and customer contact. Occasional light lifting up to 25 pounds. Extremely busy office. Good communication skills, verbal and written, and good listening skills. This position requires a background check and drug screen.

Hiring Range:

Starting pay begins at $23.87/hr. based on experience

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. The College of DuPage is committed to recruiting and retaining high performing talent to our institution, continuing our tradition of excellence. We encourage all people across the broad spectrum of those communities we serve to explore and apply for positions at COD for which they believe they are qualified.

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/2974?c=cod