Department Administrative Assistant, CEJA Transition (FT, Grant Funded), CFRN22037CE

Department Administrative Assistant, CEJA Transition (FT, Grant Funded), CFRN22037CE

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 CEJA Aurora Network Hub team, including the Manager. Assists with program coordination, data management, communication, scheduling, and office operations to ensure the smooth functioning of the department.
• Provide comprehensive administrative support to the program, including preparing agendas, recording minutes, ordering supplies, reserving meeting spaces, and coordinating equipment.
• Coordinate logistics for meetings, events, registration periods, and training programs, including scheduling, invitations, and confirmations.
• Track contracts, agreements, MOUs, and vendor documents to ensure timely completion and compliance.
• Assist with budget monitoring, account verification, expense tracking, and supply inventory maintenance.
• Initiate and manage workflows for cross-departmental requests such as IT, purchasing, RFPs, and Board materials.
• Maintain accurate program records, including enrollment contacts, instructor lists, course data, timelines, calendars, and special project files.
• Generate and support reporting needs using Colleague, Business Objects, DualEnroll, and other College systems.
• Document student incidents, behavioral matters, and case management notes; assist with reviewing, organizing, and responding to inquiries as appropriate.
• Respond to questions in person, by phone, or email, providing information, referrals, or escalation while ensuring effective communication with faculty, staff, and departments.
• Support departmental events, program initiatives, committee work, and enrollment logistics for Bridge and job-specific training programs.
• Collaborate with administrative staff to promote consistent practices and identify opportunities to improve or streamline procedures.
• Assist with monitoring grant activities and reporting requirements in partnership with the Data Quality Coordinator.
• May serve as front desk reception for the shared office suite as needed.
• Perform other duties as assigned.

Qualifications:

Education

• High School Diploma or equivalent required.
• Associate's degree preferred.

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; ability to communicate in Spanish is a plus
• Strong problem-solving skills and the ability to know when to escalate an issue.
• Demonstrates diplomacy and ability to maintain confidentiality.
• Good working knowledge of Microsoft Office Suite and comfort level with database work.
• Prior experience working in an academic office setting.

Working Conditions:

General office environment. This position requires a background check.

Hiring Range:

Starting pay begins at $20.14/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.

To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/2965?c=cod